Sponsorship Training Guide Updated September 2020

For Marines and Sailors sponsoring Service Members and families to Okinawa.

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Table of Contents The Role of the Sponsor 4

Initial Contact 4

III MEF and MARFORJ Command COVID-19 Information 10

MCCS COVID-19 Updates 11

MCCS Electronic Welcome Aboard Package 11

Relocating with Exceptional Family Members 13

Service Animals 14

Overseas Suitability Screening (OSS) Process 15

Area Clearance / DEA Process 16

Accompanied Members with Delayed Dependents 18

No-Fee Passports 19

14-Day Restriction of Movement (ROM) 19

Dual Active Duty Service Members and Housing 19

Port-to-Final Residence 20

The Housing Application 20

Port-to-Final Residence Flowchart 21

Setting Up Military Family Housing 22

The Loan Locker - Temporary Kitchen Items 23

Setting Up Wi-Fi 24

Thrift Stores 24

Establishing a Post Office Box 25

ROM in Designated Temporary Lodging Facility 25

The Joint Reception Center (JRC) 26

Mandatory Bachelor Quarters Policy 26

Off-Base Housing 27

Additional Information to Provide 28

Relocation Expenses and Reimbursement 30

Pets & Government Housing 30

Pet Importation Process 32

Transporting Pets to Okinawa 33

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Table of Contents Karing Kennels 35

Inbound With Pets 36

Household Goods Weight Entitlements 36

Shipping Household Goods 37

Important Documents/ Items to Hand Carry 39

Shipping Motorcycles/Mopeds 39

Firearms and Ammunition 40

Virtual Newcomers’ Orientation Welcome Aboard 41

Sponsor’s Tool Kit 41

DoDEA School Information and Registration 42

Childcare Registration 44

Commissary Run 45

Exchange and Food Delivery Options 45

Meeting the Service Member at the Airport 46

Transportation Options 46

IPAC Inbound Process for USMC Personnel 47

PSD Inbound Process for USN Personnel 47

Temporary Lodging Allowance (TLA) 48

The TLA Datasheet Process for USMC Personnel 49

Filing TLA Claims - USMC Personnel 50

Filing TLA Claims - USN Personnel 51

SOFA Driver’s License 52

SOFA Re-Entry Stamp 55

Marine & Family Programs - Relocation Services 55

Employment Opportunities 57

Commercial Activities 57

Sponsorship Checklist 58

Web Link Directory-Helpful Web Links 61

Important Email Addresses 62

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Initial Contact

The welfare and morale of Service Members and their families are essential factors that influence career motivation. The intent of the Sponsorship Program is to reduce the stress and challenges associated with relocating during a Permanent Change of Station (PCS) move. Keep in mind that first impressions are lasting impressions. In

this COVID-19 environment, your role as a sponsor will be even more critical than before, not only in easing the anxieties inherent during PCS assignments, but in assisting your incoming Service Member or family during their 14-day ROM and settling in process. To help you with your sponsorship, this training guide will provide you with the knowledge and the resources you will need to effectively execute all of your responsibilities. Your role as a sponsor begins upon assignment

and continues through the first 45 days following the arrival of the Marine or Sailor through the successful integration of the incoming member into the command.

The Role of the Sponsor

As a sponsor, you are responsible for contacting the incoming Service Member

within 10 business days from the time of your sponsorship assignment. Contact the

incoming member through a “Welcome Aboard” email.

Ensure you provide the following in your “Welcome Aboard” email:

MCCS Electronic Welcome Aboard web link: www.mccsokinawa.com/welcomeaboard.

Include a copy of the corresponding PCS Flowchart.

Attach an inbound PCS checklist.

Include a copy of the “Must Know” Information for relocating to Okinawa.

Helpful links.

Current HPCON status and COVID-19 Information

Family Data Sheet To tailor your sponsorship to the member’s needs please ask for the following information:

A copy of Orders and Area Clearance (USMC) or DEA (USN).

Home or leave address.

Work address.

Home and work phone number.

If accompanied:

Children’s ages and school grade level.

Pets.

Port call date or flight information. Provided are sample letters you can use for your Welcome Aboard email. Add your

own personal touch and tailor the letter to the member’s situation:

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Sample “Welcome Aboard” Letter for Accompanied Newcomers

DATE Dear (Grade and Name): SUBJECT: WELCOME ABOARD

I would like to welcome you and your family to (command/unit). Whether or not you’ve been stationed in Okinawa, I believe you’ll enjoy your tour of duty here. As your sponsor, I will try to make your transition as smooth as possible. (If known) You have been tentatively slated for assignment to (unit).

Your duty phone number will be: DSN _____________, commercial 011- . Remember, this is a tentative assignment and may be changed based on the needs of this command.

I have been informed that you are coming on an accompanied tour and

will arrive during (month). You will need an Area Clearance or DEA and a no-fee passport for each of your family members, as well as an approved overseas suitability screening for you and your family members. Additionally, please ensure that if you and/or your family members have any requirements for prescription medication, that they have been entered into your/your family member’s health records.

In the meantime, please find attached the MCCS PCS Flowchart for

Accompanied Personnel to assist you with your relocation process to Okinawa. Included are helpful links to keep you abreast of any COVID-19 updates to keep you and your family safe during this upcoming relocation. Additionally, I have included the MCCS "Must Know" information and links to the MCCS Electronic Welcome Aboard page with an abundant amount of information to prepare you and your family for the move.

***ELECTRONIC WELCOME ABOARD PACKAGE*** http://www.mccsokinawa.com/welcomeaboard

There are several helpful links located in this package including, but not limited to: 1) Information on the Overseas Suitability Screening: https://www.med.navy.mil/sites/nhoki/SitePages/Services/OSS.aspx 2) Housing and Pet Importation Information: https://www.mccsokinawa.com/welcomeaboard/#tab5 3) III MEF and MARFORJ Command COVID-19 Information: https://www.iiimef.marines.mil/Coronavirus/ 4) MCCS COVID-19 Updates: https://www.mccsokinawa.com/covid/

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5) The June 2017 SOFA Driver's Manual: https://www.mccsokinawa.com/welcomeaboard/#tab3 IMPORTANT NOTE: The SOFA Privately Owned Vehicle (POV) licensing test is a challenging examination. We strongly recommend each individual taking the licensing test thoroughly read and study the entire SOFA driver's manual, and become familiar with and study all of the road signs enclosed in the road sign document. ***(If E-5 and below) Please note: E-5 and below require their gaining CO’s signature before taking the SOFA licensing exam. (If E-3 and below) In addition, you will also need to take a 1-day driving course prior to taking the SOFA licensing exam.*** 6) CHILDCARE SERVICES- For full-time or part-time childcare: www.militarychildcare.com 7) Guides to the airports on Okinawa and, TLA Policy for Marines and Sailors that fall under MC commands. This link also has information on lodging. https://www.mccsokinawa.com/welcomeaboard/#tab12

Personal records you should have in your immediate possession while in transition (unless procedures from detaching base prescribe otherwise) include: dental endorsements and modifications; Area Clearance/ DEA; shot records; and passports. Additionally... (add any other important documents needed). Your orders will provide weight allowances for shipment of household goods and a statement of available government-provided furnishings. While you wait for your items, the Loan Locker is available at the MCCS Marine & Family Programs-Resource Centers where you can borrow dish packs, pots, pans, cutlery and small appliances. Please let me know if you would like me to reserve a kitchen kit for you prior to your arrival.

Please note that you will be required to conduct a 14-day ROM upon

arrival. A list of recommended items to have on-hand is available through the Household Goods Suggestions Shipment Checklist available at: https://www.mccsokinawa.com/welcomeaboard/#tab2

Please call or drop me a quick note with information on your family

(ages and gender of children) and whether you’re bringing a pet. This will assist me in ensuring transportation has been arranged from the airport to temporary lodging. When you have your port call information (date, time of arrival, and flight number) inform me immediately so that I can ensure all of the proper accommodations have been made.

Private phone service is available on base, but you will need a personal

calling card as long distance calls cannot be charged to your home phone. You can, however, place collect calls. There are also other cellular providers on island for phone service if you are interested.

Based on policy, housing assignment is determined by location of

work, availability, and family size. If on-base housing on Okinawa is not available for your family based on work location, pay grade, and family size, you may be given the option to move off-base.

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The Air Force is the executive agent for all Military Family Housing on Okinawa. Families may be eligible for the Port-to-Final Residence program where you can conduct your 14-day ROM in your permanent quarters. It is highly recommended for you to explore this option if you are PCSing with pets. Please let me know if you would like assistance with this process.

If you reside off-base, you will receive Overseas Housing Allowance

(OHA) to offset a good portion of your costs. There are single units, multiplex, and high-rise apartments available on-base, but they vary by work location, availability, and family size. In some locations, the high-rises have some pet restrictions and you should be aware that having a pet is not a basis for declining housing. On Okinawa, having a pet is NOT justification for moving off-base. If you are bringing pets, please let me know immediately, so I can provide you with very important information on pet importation laws and requirements, along with installation pet breed restrictions policies for pets in on-base housing. Suitable off-base housing is small and expensive. Off-base utilities are also expensive during the summer months.

You must bring your full uniform allowance. The normal uniform of the day is ______________.

Finally, you should be prepared for incidental expenses while

traveling and upon arrival. You should have sufficient funds to cover food and shelter in the event you are delayed.

You should have sufficient funds to cover lodging/commissary/meals

upon arrival, as Temporary Lodging Allowance (for lodging only) is given to partially reimburse you for more than normal expenses incurred while occupying temporary lodging and is paid at the end of each 10-day entitlement period. Please note: if your dependents are delayed, you will not rate TLA.

I will also need your current mailing address and phone number (to

include your temporary leave address and phone number). Feel free to call me at DSN: ________ or commercial 011- .

My email address is: ____________________. My mailing address is: __________________________________.

I hope you find this information helpful. It is not all-inclusive so I urge

you to use the Information and Referral Program in your Marine & Family Programs center (or the Fleet and Force Support Center for Navy Personnel) to discuss with trained personnel some of the issues you may encounter. Also, do not hesitate to call or write if you have any questions. I look forward to meeting you and your family in person, and working with you as a member of our team.

Sincerely, (Signature Block)

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Sample “Welcome Aboard” Letter for Unaccompanied Newcomers

DATE

Dear (Grade and Name): SUBJECT: WELCOME ABOARD I would like to welcome you to (command/unit). Whether or not you’ve been stationed here before, I believe you’ll enjoy your tour of duty here. As your sponsor, I will try to make your transition as smooth as possible.

(If known) You have been tentatively slated for assignment to (unit). Your official mailing address will be: (complete organizational address). Your duty phone number will be: DSN ____________, commercial 011-__________. Remember, this is a tentative assignment and may be changed based on the needs of this command. I have been informed that you are coming on an unaccompanied tour and will arrive during (month). Please find attached the MCCS PCS Flowchart for Unaccompanied Personnel to assist you with your relocation process to Okinawa. Included are helpful links to keep you abreast of any COVID-19 updates to keep you and your family safe during this upcoming relocation. Additionally, I have included the MCCS "Must Know" information and links to the MCCS Electronic Welcome Aboard page with an abundant amount of information to prepare you for the move.

***ELECTRONIC WELCOME ABOARD PACKAGE*** http://www.mccsokinawa.com/welcomeaboard

There are several helpful links located on this package including, but not limited to: 1) Information on the Overseas Suitability Screening: https://www.med.navy.mil/sites/nhoki/SitePages/Services/OSS.aspx 2) Mandatory Bachelor Housing Assignment for Unaccompanied Personnel: https://www.mccsokinawa.com/welcomeaboard/#tab5 3) For information on the Single Marine Program and events, please visit: https://www.mccsokinawa.com/smp/ (Include information on Navy Programs for single Sailors, like the Camp Shields Liberty Lounge). 4) III MEF and MARFORJ Command COVID-19 Information : https://www.iiimef.marines.mil/Coronavirus/ 5) MCCS COVID-19 Updates: https://www.mccsokinawa.com/covid/ 6) The 2017 SOFA Driver's Manual: https://www.mccsokinawa.com/welcomeaboard/#tab3

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IMPORTANT NOTE: The SOFA Privately Owned Vehicle (POV) licensing test is a challenging examination. We strongly recommend each individual taking the licensing test thoroughly read and study the entire SOFA driver's manual, become familiar with and study all of the road signs enclosed in the road sign document. ***(If E-5 and below) Please note: E-5 and below require their gaining CO’s signature before taking the SOFA licensing exam. (If E-3 and below) In addition, you will also need to take a 1-day driving course prior to taking the SOFA licensing exam.*** 7) Guides to the airports on Okinawa: https://www.mccsokinawa.com/welcomeaboard/#tab12

Personal records you should have in your immediate possession while in transition (unless procedures from detaching base prescribe otherwise) include: dental endorsements and modifications; shot records; tourist passport and military ID.

Please call or drop me a quick note when you have your port call information (date, time of arrival, and flight number).

Please note that you will be required to conduct a 14-day ROM upon

arrival. A list of recommended items to have on-hand is available through the Household Goods Suggestions Shipment Checklist available at: https://www.mccsokinawa.com/welcomeaboard/#tab2 The procedure at the airport for inbound Marines/Sailors is (describe how the Service Member will go from the airport to his/her ROM quarters. Provide information about the Joint Reception Center, JRC if applicable). Private phone service is available on base, but you will need a personal calling card as long distance calls cannot be charged to your home phone. You can, however place collect calls. There are also other cellular providers on island for phone service if you are interested. You must bring your full uniform allowance. The normal uniform of the day is __________________. In addition, you should be prepared for incidental expenses while traveling and upon arrival. You should have sufficient funds to cover food and shelter in the event you are delayed. I will also need your current mailing address and phone number (to include your temporary leave address and phone number) along with a copy of your orders to assist you with your check-in process. Feel free to call me at DSN __________________ or commercial 011-_______________. My email address is: _______________________________. My mailing address is: _____________________________________________.

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I hope you find this information helpful. It is not all-inclusive so I urge you to use the Information and Referral Office at Marine & Family Programs (or the Fleet and Force Support Center for Navy personnel) to discuss with trained personnel some of the challenges you may encounter. Also, do not hesitate to call or write if you have any questions. I look forward to meeting you in person and working with you as a member of our team.

Sincerely,

(Signature block)

III MEF and MARFORJ Command COVID-19 Information

For the latest III MEF and MARFORJ Command Information relating to the

COVID-19 and current Health Production Condition (HPCON), please visit:

https://www.iiimef.marines.mil/Coronavirus/

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MCCS Electronic Welcome Aboard Package

The MCCS Electronic Welcome Aboard Package link: www.mccsokinawa.com/

welcomeaboard provides detailed relocation information that is necessary for the

incoming Service Member or the incoming family to have an optimum transition to

Okinawa, Japan. Upon accessing the website, the inbound member should access

the tabs along the page. Some of the tabs are labeled as follows:

“Welcome” - Contains a brief synopsis of Okinawa U.S. Marine Corps and

U.S. Navy Okinawa command elements. Service Members can obtain a

copy of the “Must Know Information” for relocating to Okinawa, JRC

information and much more.

“PCS Flowcharts” – Contains the MCCS PCS Flowcharts to assist

accompanied and unaccompanied personnel in their PCS move to

Okinawa.

MCCS COVID-19 Updates

MCCS Okinawa is taking decisive actions to reduce potential risks and minimize

the spread of COVID-19.

For the most up-to-date information visit: https://www.mccsokinawa.com/covid/

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“PCS Checklists” – Provides a set of checklists, various links for incoming

personnel and other helpful resources for a smooth PCS transition.

“Driving and Transportation” - Holds all relevant information about the

SOFA Driver’s License to include the 2017 SOFA Driver’s Manual, Road

Signs and maps of the Marine Corps installations.

“FAQ”- Provides answers to frequently asked questions regarding the

relocation process during the COVID-19 environment.

“Helpful Links”- Provides links to other MCCS/USMC installations, how to

direct dial on-base phone numbers from your cellphone, information on the

Green Line and, off-base buses.

“Housing and Pets”- Provides links to the Kadena housing website along with

information on the Port-to-Residence program and a pet importation

booklet explaining in detail the pet importation process and its

requirements.

“Marine and Family Programs” - Provides a wide range of services to

maintain a high state of personal and professional readiness to include the

Information & Referral and Relocation Services Program, Personal

Financial Management, the Family Member Employment Assistance

program and Marine Corps Family Team Building. These services are open

to all Navy personnel as well.

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Relocating with Exceptional Family Members

“Newcomers' Orientation”- Provides information on how to register for the

Virtual NOWA.

“School and Childcare” – Contains links to the School Liaison Officer,

MCCS Child and Youth Programs (CYP) and the Exceptional Family

Member Program (EFMP).

“Sponsorship” – Contains information on the Sponsorship Program and how

to request a sponsor.

“Travel and Arrival” - Covers arrival information at the Naha/AMC

Terminal on Kadena Air Base, traveler’s tips, TLA rules and regulations,

lodging information, the Billeting policy and much more.

The MCCS Exceptional Family Member Program (EFMP) is mandated by MCO 1754.4B and OPNAV 1754.2A to assist Service Members and their families in providing for the special needs of their Exceptional Family Member (EFM) before, during, and after a relocation is required by a change of permanent duty station. This program is designed to improve the quality of life of the affected families and provides procedures and guidelines to facilitate appropriate assignment of EFM sponsors.

The goal of this program is to reduce family stress or hardship while minimizing the need for costly reassignments, especially OCONUS transfers, due to the non-availability of adequate services. Upon sponsorship assignment, please verify with the inbound Service Member if there are any exceptional family members that will accompany him/her on the tour. If so, please make sure the following tasks are accomplished:

Have the Service Member verify that the status of his/her dependent’s EFMPenrollment is current. If not, advise the Service Member to reach out to thelosing installation’s EFMP office as soon as possible to update their enrollmentpaperwork.

Ensure that all members of the family have been screened by the OverseasSuitability Screening Committee and have received an approved AreaClearance/DEA prior to scheduling DMO or booking plane tickets.

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Service Animals

Have the Service Member verify that the status of his/her dependent’s EFMPenrollment is current. If not, advise the Service Member to reach out to thelosing installation’s EFMP office as soon as possible to update theirenrollment paperwork.

Ensure all members of the family have been screened by the OverseasSuitability Screening Committee and have received an approved AreaClearance/DEA prior to scheduling DMO or booking plane tickets.

Provide the family with the contact information of the EFMP office on

Okinawa. For Service Members in the Marine Corps, have the incoming

Service Member contact MCCS EFMP at 315-645-9237 | email:

efmp@okinawa.usmc-mccs.org. Encourage the family to visit the MCCS

EFMP website at www.mccsokinawa.com/efmp for a complete moving

checklist and more information on transitioning to Okinawa.

For Service Members in the Navy, please have the incoming Service

Member contact the U.S. Naval Hospital EFMP at DSN: 315-646-7408 |

email: NHOkiEFMP@med.navy.mil for additional assistance.

If the family requires any special housing accommodations/considerations due to medical needs, such needs must be noted on page 7 of their EFMP Medical Summary DD Form 2792 or in their EFMP enrollment letter . The Kadena Housing Office will not accept any medical exception to policy (ETP) without proof of current EFMP enrollment. For more information, please contact the respective EFMP office for the Service Member’s branch of service.

Additionally, please have the Service Member check in with the Exceptional Family Member Program upon arrival. The EFMP office located on Camp Foster, Bldg. 495.

Please advise the incoming Service Member of the pet policy in Okinawa to include service dogs/animals. All service animals should come with the proper certifications and credentials. The process of relocating with a pet is extensive. Please advise your incoming Service Member to go over the Pet Importation process described in the following section.

Please note: Per AFI32-6001_AFGM2017-01, dogs whose sole function is to provide emotional support, comfort, therapy, or companionship are not service animals.

Please contact the Kadena Housing office at 315-634-0582 or via email at: kadenahousing.customerservice@us.af.mil to receive guidance on how a service animal will impact the incoming Service Member’s housing assignment.

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Overseas Suitability Screening (OSS) Process

The purpose of the overseas screening is to ensure that the medical, dental and the educational needs of Service Members and their families can be met with the existing resources on Okinawa.

The overseas screening is required for all Service Members, whether accompanied or unaccompanied, and all dependents accompanying the Service Member on orders.

Steps for the Overseas Suitability Screening Process:

Within 10 days of receiving Orders, USMC personnel and families arerequired to begin the OSS process. USN personnel must complete theprocess within 30 days of receipt of orders; family members must completethe process within 60 days.

Each individual coming to Okinawa will need to complete the following:* NAVMED 1300/1* DD 2807/1* If needed, DD 2792-1(Special Education/Early Intervention Summary)

The Service Member’s losing command, the area Suitability or Overseas Screening Coordinator or the nearest Medical Treatment Facility can provide information about the OSS process.

Also, an overview of the OSS process and a list of required documents/forms to be completed is located at the Okinawa U.S. Naval Hospital website listed below:

Okinawa Overseas Screening Committee DSN: 315-646-7408 | Cell: 098-971-7408 Email: usn.butler.navhospokinawaja.mesg.OverseasScreeningCoord@mail.mil

Website: http://www.med.navy.mil/sites/nhoki/SitePages/Services/OSS.aspx

Once the family members complete the OSS process and are found SUITABLE to come to Okinawa, the incoming Service Member will need to request the NAVPERS 1300/16 Report of Suitability from his/her detaching command.

If you are sponsoring a Service Member who is coming from Recruiting Stations, I&I Duty Stations or Marine Detachments, have them contact the OSS Department for further assistance. Incoming Service Members from these specialized areas can submit their OSS documentation directly to the U.S. Naval Hospital, Okinawa for processing.

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Area Clearance/ DEA Process

What is the Area Clearance or Dependent Entry Approval (DEA)? The Area Clearance or DEA is command sponsorship for dependents who accompany their Service Member on an overseas assignment. Unlike CONUS locations where dependents of military personnel receive benefits and entitlements through the member’s sponsorship, dependents must obtain additional command sponsorship to receive similar entitlements when they accompany their Service Member OCONUS.

Who is required to have an Area Clearance/DEA? The Area Clearance/DEA is for family members only. The Area Clearance/DEA is issued to the Service Member for his/her dependents and is only valid for the duration of the accompanied-by-family member tour on Okinawa. If the Service Member extends his/her tour on Okinawa, the member must apply for a new Area Clearance/DEA.

What is required to obtain Area Clearance/DEA Approval? To be granted an Area Clearance/DEA for dependents, the Service Member must complete a REPORT of SUITABILITY for OVERSEAS ASSIGNMENT NAVPERS 1300/16 application. Dependents must complete an Overseas Suitability Screening as a prerequisite to completing the NAVPERS 1300/16 REPORT of SUITABILITY application. The overseas suitability screening process is explained in the previous section.

In addition to the overseas screening prerequisite, members must have sufficient time on their contract to execute the mandatory 36-monthaccompanied tour requirement.

Please note: per NAVADMIN 04218, Navy personnel E-3 are authorized accompanied orders for overseas tours where dependents are allowed.

All family members must have an approved Area Clearance/DEA before departing to Okinawa. The Service Member’s family should not detach from the losing command until the Area Clearance/ DEA is approved.

The Marine Corps Base Area Clearance Office is seeing an increase in preparation issues from the detaching commands (i.e. not including necessary attachments/appendices, or sending the documents to the incorrect PLAaddress). In addition, recent trends indicate that family members are missing/not included in the Service Member’s orders, with this error not being caught until arriving on Okinawa. Members are advised to contact their parent command to conduct a dependent audit to add new dependents and confirm the accuracy of their dependents’ information. Failure to ensure this information is correct could result in delays to approve the request at the Area Clearance Office.

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Upon initial receipt of Permanent Change of Station Orders (PCSO) that directs a Marine/Sailor and his/her family members to any Monitor Command Code (MCC) on Okinawa; the losing command will submit the request for an Area Clearance/DEA approval. Requests for USMC personnel must be submitted using the following Plain Language Address (PLA) to:

CG G ONE MCB CAMP BUTLER JA CG MCIPAC G ONE CG MCB CAMP BUTLER JA

Navy personnel assigned to USMC Commands on Okinawa will submit their request for a DEA to IPAC via the PLA addresses described above.

Navy Personnel not assigned to a USMC command like CFAO, or the U.S. Naval Hospital will submit their request via DMS to: PERSUPP DET OKINAWA KADENA JA per the current editions of NMPCINST 4650.3 (Series) and MCO P1000.6 (Series).

In addition, the DEA must be used in conjunction with additional information/requirements listed on the DOD Electronic Clearance Guide website: https://www.fcg.pentagon.mil/fcg.cfm

For more information, please contact the following personnel:

Marine Corps: Area Clearance Coordinator IPAC Inbound Section DSN: 315-645-8512 | Cell: 098-970-8512 EMAIL: AREACLEARANCEIPACOKINAWA@USMC.MIL ***Also handles Greenside Sailors***

Navy: Dependent Entry Approval Coordinator PSD Inbound Section, DSN: 315-634-9476/6310/6322 | Cell: 098-961-9476/6310/6322

Once the inbound Service Member receives the approved Area Clearance/DEA, he/she must, once again, verify that all family members are listed on the document. In addition, they must check that all the information is correct (SSN, DOB, etc.). If the information is incorrect, the Service Member must request for it to be corrected before departing to Okinawa.

Arriving without an approved Area Clearance/DEA? If a family arrives on Okinawa without an approved Area Clearance/DEA, the incoming Service Member will be responsible for all of the major financial costs as the family will not qualify for the entitlements listed below:

Receiving Cost of Living Allowance (COLA) with dependents.

Temporary Lodging Allowance (TLA).

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Accompanied Members with Delayed Dependents

USMC Service Members who delay their dependent’s travel must have approval from Headquarters Marine Corps to continue to draw their stateside BAH allowance. Upon reporting, if the approval is not obtained, the Service Member’s stateside BAH allowances will be suspended.

USN Service Members who delay their dependents must also obtain an approval letter to continue to draw their stateside allowance. Navy personnel are encouraged to contact their administrative personnel office for further assistance.

Additionally, accompanied Service Members who delay their dependents do not qualify for TLA. As a sponsor, please make Billeting arrangements for the incoming Service Member.

Accompanied Service Members with delayed dependents are eligible to begin the housing process within 30 days of the dependent’s arrival. Thedependent’s flight itinerary must be provided to the Kadena Housing Office beforehand for verification.

***Please Note: Service Members with delayed dependents should wait until they have an approved Area Clearance/DEA to begin their household goods shipment.***

Government Housing (On/Off Base).

SOFA Driver’s License (for Dependents).

Use of the on-base family childcare program.

Priority attendance at the Department of Defense Schools.

Medical/Dental Benefits.

P.O. Box.

In addition, if the Area Clearance/DEA is denied after the family members’ arrival, the Service Member may be required to change his/her orders and execute an Early Return of Dependents (ERD). As a sponsor, it is critical that you inform the inbound Service Member of this process.

To minimize any delays in the process:

Request a copy of the Area Clearance/DEA for your reference.

Check that the document obtained is the APPROVED Area Clearance/DEA and not the request. The approval should have multiple pages.

Continue to follow up/track the Area Clearance/DEA request to ensure anapproval message is sent/received.

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No-Fee Passports

14-Day Restriction of Movement (ROM)

Service Members can travel to Japan with original orders and military ID; they do not need a No-Fee Passport. It is highly recommended, however , that Service Members obtain a tourist passport, especially if they plan on traveling to any of the other neighboring countries during their tour in Japan.

All FAMILY MEMBERS must have a no-fee passport before departing to Okinawa. Due to COVID-19, dependents can execute travel to Japan with a tourist passport as applications submitted prior to limiting staffing and the shutdown could expect significant delays. Additional information is available at: https://travel.state.gov/content/travel/en/traveladvisories/ea/passport-covid-19.html.

Incoming personnel can also visit the “International Travel” tab on the Travel.State.Gov website for more information on the Japan’s entry/exitrequirements.

Dual Active Duty Service Members and Housing

Incoming Service Members and their dependents will be required to ROM for 14 days upon arrival. As a sponsor, it is important for you to discuss how ROM will be conducted upon arrival with your incoming Service Member or family.

E-5 and below unaccompanied personnel will ROM in designated quarters set up bythe command.

E-6 and above unaccompanied personnel will ROM in their permanent BEQ/BOQ.This will also apply to dual active duty Service Members who come withunaccompanied orders will also need to ROM in the BEQ/BOQ upon arrival.

Accompanied personnel will be required to ROM in designated Temporary Lodging Facilities (TLFs). Some accompanied personnel may be eligible to ROM in their permanent quarters upon arrival through the Port-to-Residence Program. Accompa-nied personnel with pets are highly encouraged to apply for the Port-to-Residence Program as pet-friendly rooms are in extremely limited supply.

Before departing to Okinawa, dual active duty Service Members must check with their new command and the Kadena Housing Office regarding policies that could affect them. The following are the most common issues:

If both Service Members arrive with unaccompanied orders, the ServiceMembers must request approval through their chain of command to establish ajoint household off-base.

When both Service Members arrive separately, if the first member arriveswithout dependents, he/she must stay at the BOQ/BEQ and report to theKadena Housing Office to receive information about the housing process.Service Members do not rate TLA unless they arrive with their dependents.

20

Port-to-Final Residence

The Housing Application

As soon as you have been assigned to sponsor a family, discuss the Port-to-Final Residence Program as an option where the family can conduct their 14-day ROM in their permanent military family housing. Families who will be PCSing with pets are highly encouraged to consider this option as the pet will be required to ROM and there is limited pet-friendly TLF rooms available on Okinawa.

If your incoming member would like to explore this option, contact the Kadena Housing Office 30 days but no later than 15 days prior to the member’s arrival. You will need a copy of the Service Member’s orders to initiate the process.

Sponsors will need to assist the incoming Service Member with submitting an Advanced Housing Application (Form DD 1746) for eligible personnel (personnel on a 36-month accompanied tour) along with a copy of Orders, and the Sex Offender Disclosure and Acknowledgement form to the Kadena Housing Office to apply for the Port-to-Residence Program.

Incoming Service Members can also use the Housing Early Assistance Tool (HEAT) located on the Kadena Housing website: https://www.housing.af.mil/home/units/okinawa to request information and begin their housing application.

The forms can be emailed directly through the website or via email to:kadenahousing.customerservice@us.af.mil. The email should be addressed to the attention of “Customer Service.” Please include the following forms:

1. Orders-USMC– Basic & Original Orders-USAF/Navy/USA– Original Orders-Eligible DoD Civilians– Letter of Employment

2. Approved Area Clearance3. Sex Offender Disclosure4. Special Power of Attorney for Sponsor if required (All Branches)5. Flight itinerary/Promotion Verification Letter/EFMP Enrollment Letteralong with page 7 of the DD form 2792 if required)6. Pet Registration Form

The Area Clearance/DEA will be required before a housing offer can be made. Service Members with pets will also need to submit a Pet Registration form.

If you are not able to obtain an advanced housing assignment, please ensure you secure TLF and make an appointment for the in-processing brief for the inbound Service Member after completion of 14-day Restriction of Movement (ROM). At this time, the member will complete the application process and be placed on the housing waitlist by the counselor. The inbound member should bring copies of the documents submitted in advance along with a copy of their Area Clearance/DEA.

21

Port-to-Final Residence Flowchart

The main housing office resides on Kadena Air Base. Please note that the satellite office on Camp Courtney is only used to pick up keys for Service Members who receive housing assignments on Camp Courtney or Camp McTureous (McT), and the Camp Kinser satellite office is only used for informational purposes.

All Service Members should contact the Kadena Housing Office to begin the housing assignment process:

Kadena Housing Office Bldg. 217 DSN: 315-634-0582/0583 opt. 7 Cell: 098-948-1111 (for the Kadena operator and then dial the DSN) In-processing briefs are held Mon., Tue., Thurs., and Fri. at 0830. Email: kadenahousing.customerservice@us.af.mil

Suggested

Timeframe Port-to-Final Residence Flowchart

Once Orders

are received

from incoming

member:

Recommended

to begin port-

to-final

residence 30

days prior to

arrival.

Sponsor contacts

the Kadena

Housing Office.

Sponsor submits the complete application

with the supporting documents to the

Kadena Housing Office. Member completed

package?

Have member

complete ASAP.

Sponsor contacts

member to provide

information on

amenities and

transportation

available in TLF for

ROM

YES

NO

Housing provides

advance housing

package to the

sponsor.

YES

Sponsor picks up keys from the

Kadena Housing Office to view

member’s options.

(Return keys within 24 hours.)

Housing begins to process the

application.

Housing

available in

member’s

grade and

family size?

Housing

offers 3-5

options for

viewing.

Sponsor

secures lodging

for incoming

family at

designated TLF

for ROM.

Sponsor sends unit

list with

corresponding

pictures/video of

each unit option.

Check-in with

your newcomer.

Member has 48

hours to submit

a decision.

Submit member’s

housing selection

to the Kadena

Housing Office.

NO

Is member able to

e-sign acceptance

documents?

SPOA provided?

YES

Member digitally

signs and returns

acceptance

documents.

Member

selected

housing

option?

Sponsor requests

SPOA from

member to

continue with the

process.

NO

Updated: June 2020

Sponsor sends

packet to the member

to complete.

Housing sends

Sponsor the

acceptance

documents to provide

to the incoming

member.Sponsor accepts

quarters on behalf of

the member.

On-base

quarters

available for

move in?

Sponsor picks up

keys 48 hours prior

to arrival and

prepares quarters.

Sponsor secures

designated TLF to

complete 14-day ROM

while quarters are

available for move in.

Sponsor stops by the

MCCS loan locker

for kitchen kit.

Family conducts 14-day

ROM.

Sponsor picks up

family from the

airport and

transports them to

their quarters.

YES

NO

YES

NO

MCCS bus transports

family to TLF upon

arrival.

Family conducts

move-in inspection

after 14-day ROM.

End of Process.

Family conducts 14-day

ROM.

MCCS bus transports

family to TLF upon

arrival.

Sponsor checks in

periodically with

the Kadena

Housing Office to

resume process

while family

conducts ROM.

Cannot continue

with the process.

YES

NO

Please note that the following will be taken into consideration when assigning per-manent housing: all inbound accompanied military personnel are required to reside on base, unless housing reaches the occupancy rate of 98% or more based on the member’s pay grade, family status, work location, etc. MFH on Okinawa has a "Live Where You Work Policy," which means that every effort is made to offer members a unit closest to their duty station. The DoD standard for commute time between home and work is 60 minutes or less. Provided below is the Port-to-Final Residence flowchart to help you navigate through the process.

22

Setting Up Military Family Housing

If housing is available for your incoming family, the Kadena Housing Office will extend 3-5 options for viewing. As part of your sponsor responsibilities, pick up the keys for the housing options at the Kadena MHO. If your Service Member will be residing on Camp Kinser, pick up the keys at the Camp Kinser housing office, bldg. 107, rm. 118.

Take video, photograph and/or document floorplan of the housing selections and share them with your incoming family. Make sure to return the keys within 24 hours back to the respective housing office.

Keep in mind that your incoming Service Member has 48 hours to prioritize his/her selection. Once you submit the member’s selection the Kadena MHO will provide you with the acceptance documents ready for the member to sign. If the member is not able to e-sign the documents, you will need to obtain a Special Power of Attorney to finalize the process on behalf of the Service Member.

Families conducting their 14-day ROM in their permanent quarters will require temporary furniture and kitchen items while they wait for their household goods shipment. Work with the Kadena MHO and Furnishings Management to schedule a delivery for temporary furniture.

Temporary loaner furniture kits are available for assigned personnel on full JFTR weight allowances for 90 days after the initial delivery and up to 60 days before departure from Okinawa.

Eligible personnel are responsible for the safe-keeping of all assigned items. Personnel may be held responsible for lost, damaged, or destroyed government property.

Major appliances including a washer, dryer, dishwasher, refrigerator and stove ranges are permanently assigned to each on base housing unit and are also available for off-base housing units.

The member’s entitlement will determine the number of items that will be processed. Furniture loaner kits are made up of the following items:

Double Bed (member and spouse or head of household).

Single Bed (per child or additional dependent).

Chest Drawer (1 per person).

Dresser (1 per occupied bedroom).

Dresser Mirror (Restricted JFTR, 1 per dresser).

Night Table.

Dining Table.

Dining Chair w/o Arm (4 each).

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Dining Chair w/ Arm.

Desk (2 each).

Desk Chair (1 per desk).

Sofa (1 each).

Easy Chair (Full JFTR pending number of dependents).

Coffee Table (1 each).

End Table (2 each).

Dryer Electric (1 each).

Washer Electric (1 each).

Refrigerator/Freezer Electric (1 each).

Range Electric (1 each).

Buffet (Restricted JFTR).

Hutch (Restricted JFTR).

Major appliances including a washer, dryer, dishwasher, refrigerator, and stove ranges owned by military personnel are not authorized to be shipped to Okinawa.

If an incoming member brings his/her washer, dryer, dishwasher, refrigerator, or stove range to Okinawa, the government will not remove the assigned government appliances from the housing unit. Damages to any government owned appliances being stored are the responsibility of the assigned member. The government is not responsible for maintaining or repairing non-government owned appliances. Off-base repair shops are limited and expensive.

For inquiries, please contact the Furnishings Management Office:

Furnishings Management Customer Service DSN: 315-634-1625 / 315-632-4073 Website: https://www.housing.af.mil/Units/Okinawa/furnishingsmanagement/ Email: 718ces.fms@us.af.mil.

The Loan Locker - Temporary Kitchen Items

The Marine & Family Programs-Resource Centers have a total of 4 Loan Lockers conveniently located throughout the island at Camp Courtney, Camp Foster, Camp Hansen, and Camp Kinser with basic kitchen items for incoming Service Members and their families to use while waiting for their household goods shipment to arrive.

Loan Locker items are lend out for an initial 30-day period with the option to

extend for a maximum of 60-days. Provided below is a list of the items available

to borrow:

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Plates and bowls.

Drinking glasses and coffee cups.

Cutlery.

Cooking spoons and cooking forks.

Spatulas, tongs, peelers, and can openers.

Measuring cups and measuring spoons.

Pots and pans.

Baking sheets and baking pans.

Irons and ironing boards.

Coffee machines.

Toasters.

Strollers and car seats.

Please advise the incoming member that the following items are not available at the loan lockers:

Microwaves, crockpots, play pens, or linens.

The Loan Lockers are open Monday-Friday from 0730-1630; including lunch time. A copy of the incoming member’s orders will be required to checkout the items. The Loan Locker agreement includes a list of the items available for checkout. A copy of the Loan Locker agreement is available in your sponsor’s tool kit to forward to your incoming Service Member If you would like to provide To loan out items, the Service Member or family member will need a copy of their orders.

Setting Up Wi-Fi

Thrift Stores

All military housing on Okinawa is pre-wired and ready for cable and internet access. To ensure your incoming family has all the tools necessary to begin their in-processing while in ROM, contact the on-base internet provider to set up the services prior to the family’s arrival. For more information, visit:

https://www.mbcokinawa.net.

There are two thrift stores aboard Okinawa where you can find items at a discounted rate. The Marine Thrift Shop is open Tuesday-Thursday from 1000 to 1700 and Saturday from 1000 to 1500. Service Members also receive 5 uniform items for free with their ID. The Kadena Thrift Shop, also known as Okinawa Enlisted Spouses’ Club Thrift Store and Uncle Sam’s Attic, is open Tuesday, Wednesday, Friday from 0900-1400, Thursday from 1300-1800, and every 2nd, 4th and 5th Saturday of the month from 0900-1400.

25

Establishing a Post Office Box

In addition to set-up your incoming family’s housing, it is important for you to help set up a P.O. Box at the post office located near the member’s place of work. A copy of the incoming member’s Orders and Area Clearance/DEA are required to set up the P.O. Box. Most unaccompanied active duty personnel will receive mail via their battalion/unit address with the exception of Sailors attached to the U.S. Naval Hospital.

If you are sponsoring an incoming Sailor with orders to the U.S. Naval Hospital Okinawa, whether accompanied or unaccompanied, you can set up the incoming member’s P.O. Box at the USNH Postal Office within 30 days of the member’s arrival.

Once the P.O Box is established, forward the new address to the newcomer so that he/she can begin to submit an address change request and be able to send mail to themselves if they desire to do so. Mail will normally be held for 30 days.

Setting the P.O. Box in advance will allow the incoming Service Member or fam-

ily to ship small personal items, such as linens and towels, or other items they may need for ROM upon arrival.

Please note: mailboxes are offered on a first-come-first-serve basis during the summer. The Post Office may require for you to wait until the incoming Service Member arrives.

ROM in Designated Temporary Lodging Facility

If your incoming Service Member is not eligible for advanced housing or if on-base quarters are not available upon arrival, ensure you make TLF reservations for arriving accompanied personnel and their family members. The Doubletree, located in American Village and on-base lodging facilities on Marine Corps installations are the designated government TLFs for incoming families to conduct their 14-day ROM.

Please make sure that reservations are secured 30 days prior to the family’s arrival. Reservations can be made via MCCS Lodging prior to arrival via DSN at: 645-2455 or via email at: fosterlodge@okinawa.usmc-mccs.org. MCCS lodging will respond within 48 hours of the email request. Copies of the Service Member’s Orders and Area Clearance/DEA are required upon check-in.

With the exception of Service Animals and the Hansen Lodge, there are NO PETS (Dogs & Cats) ALLOWED in any of the designated Mar ine Corps temporary military lodging facilities. Therefore, it is highly recommended for families with pets to plan accordingly.

26

Please note that although the Shogun Inn located on Kadena Air Base provides pet-friendly rooms for incoming families, it does not accept incoming families needing to conduct a 14-day ROM.

Families conducting ROM in the designated TLFs will have access to basic amenities. Keep in mind that your incoming family will be in quarantine and will require your assistance upon arrival. Communicate with your incoming member twice daily and coordinate with your incoming family in advance regarding any food allergies, dietary restrictions, religious requirements, infant, and other unique requirements. In addition, check-in with the Kadena MHO to continue to assist the incoming Service Member with the housing assignment process.

Mandatory Bachelor Quarters Policy

The Marine Corps Installation Pacific-MCB Camp Butler Bulletin 11101, signed 11 January 2018, states that bachelor and unaccompanied enlisted military Service Members in pay grades E-1 through E-7, Warrant Officers in pay grades WO-1 through CWO-3, and Officers in pay grades O-1 through O-3 shall be assigned to live in on-base bachelor housing/quarters. E6s-E7s, W1s-W3s, and O1s-O3s will only be authorized to reside off-base when the CMC-directed 95% occupancy rate for their respective adequate bachelor housing category has been achieved.

If you are sponsoring an unaccompanied Service Member (E-6 and above), ensure you set their BEQ/BOQ prior to arrival. E-6 and above unaccompanied personnel will conduct their 14-day ROM in their permanent BEQ/BOQ.

In addition, it is important to note that, Overseas Housing Allowance (OHA) will NOT be paid to an unaccompanied Service Member already drawing Basic Housing Allowance (BAH) for family members back in CONUS. This policy applies to ALL ranks, including senior enlisted and officers on unaccompanied tours to Okinawa, who are not subject to the mandatory Bachelor Quarter assignment policy discussed above.

The Joint Reception Center (JRC)

The journey of an incoming unaccompanied Marine (E-5 and below) and Sailor attached to a USMC unit begins with the dedicated Marines at JRC. Upon arriving to Okinawa, JRC or a designated command representative will assist in the transportation of Marines and Sailors on the Greenside to their designated camp to ROM in pre-designated unit quarters. Once the Service Member completes his/her 14-day ROM cycle, the Service Member will return to JRC to complete his/her check-in process to include the audit/travel claim. If you are sponsoring an unaccompanied Service Member (E-5 and below) ensure you communicate transportation, travel arrangements and any items your incoming Service Member will need while in ROM.

27

Unaccompanied Service Members should not ship their entire household goods to Okinawa. There is limited space at the bachelor quarters to accommodate large furniture. If an incoming member is provided a Certificate of Non-Availability from the Billeting office (BEQ/BOQ) and/or given the permission to reside off-base after arriving on Okinawa, the member can look for off-base housing that is already furnished. Navy Personnel should contact their command to clarify how this policy affects them, especially if they are reporting to a Marine Corps command. As a sponsor, please contact the respective Billeting office to secure quarters for unaccompanied Service Members before they arrive on island.

Billeting Office DSN Phone Number

Camp Foster 315-645-2635

USNH 315-646-9847 MACS Futenma 315-636-3443

Camp Kinser 315-637-1735

Camp Courtney 315-622-9602/9369

Camp Hansen 315-623-7159/7328

Camp Schwab 315-625-2499/2572

CFAO (E1-E4) 315-632-7223

Off-Base Housing

If billeting is not available for the Service Member, a Certificate of Non-Availability (CNA) must be obtained from the Billeting Office prior to occupying any designated temporary lodging facility on or off-base. Without a CNA, TLA will not be reimbursed. In addition, the CNA does not backdate. Please obtain this document for the incoming member prior to making reservations for temporary lodging.

After reporting to the Kadena Housing Office and being authorized to search for a house off-base, the Service Member will be required to attend a mandatory off-base brief. Dur ing this br ief, the incoming Service Member will receive additional information on his/her Overseas Housing Allowance (OHA) and can request a list of authorized off-base housing agencies. The average off-base housing rental costs are:

1BR $1500 2BR $1800 3BR $2500 4BR $3000

28

A rental deposit and agency fee normally equals to three months’ rent. For more information, regarding off-base housing, please call the Kadena Housing Office at DSN: 315-634-0582/0583. Additionally, Service Members are encouraged to obtain legal liability and personal property insurance for their possessions and should choose the options and amounts that best fit their needs and lifestyle.

Additional Information to Provide

Encourage the Service Member to attend a PCS OCONUS/Plan My Move Workshop before departing from his/her current duty station. This workshop provides a wide range of information to include the following:

Types of travel: flying AMC vs. Commercial.

Tips about shipping household goods and storing vehicles.

Pay and travel entitlements. The incoming Service Member can also contact the Relocation Assistance Program for further assistance in the event a PCS OCONUS workshop is not available. Additionally, it is important for your incoming Service Member to have access to his/her funds. Therefore, discuss the types of financial institutions available on Okinawa. In order to stay safe during travel and minimize the spread of COVID-19, discuss self-monitoring for COVID-19 symptoms with your incoming Service Member or family prior to their flight. Symptoms to look for include fever, coughing, and shortness of breath. Provided below are helpful web links to help with self-monitoring:

•https://www.cdc.gov/coronavirus/2019-ncov/index.html •https://www.iiimef.marines.mil/Coronavirus

You also want to discuss essential items such as cloth masks, hand sanitizer or disinfecting wipes and electronic devices such as laptops or tablets needed for travel. Additional topics you want to cover with your incoming Service Member or family include but are not limited to the current HPCON conditions and restrictions, banking, off-base rent and utilities, and Japanese cellphones. Having access to funds is crucial when relocating. As a sponsor, it is important for you to provide information on the financial institutions available on Okinawa. The two major financial institutions are Navy Federal Credit Union and Community Bank; each with a total of six branches.

29

Navy Federal Credit Union

Location Building Phone

Camp Courtney 4228 315-645-7331

Camp Foster 1008/1009 315-645-7331

Camp Hansen 2376 315-645-7331

Camp Kinser 519 315-645-7331

Camp Schwab 3324 315-645-7331

MCAS Futenma 422 315-645-7331

Community Bank

Location Building Phone

Camp Courtney 4135 315-622-9324

Camp Foster 1005 315-645-1244

Camp Hansen 2374 315-623-4534

Camp Kinser 1205 315-637-1780

Camp Schwab 3513 315-625-2554

Kadena Air Base 405 315-632-6810

Encourage the Service Member to exchange a small amount of Yen for any travel

emergencies that may arise. Service Members may be able to purchase Yen from

their financial institution or exchange dollars for Yen at any international airport.

Keep in mind that Japanese cell phone companies do not have military clauses and

their contracts renew automatically. The Service Member may be expected to pay

a cancellation fee to terminate his/her contract upon departure.

Incoming Service Members are encouraged to contact their stateside cell phone

provider for additional information on programs and services available overseas.

Please note, some of the organizations on Okinawa are not able to dial to a

stateside cell phone number. The incoming Service Member may need an alternate

phone number if he/she decides to use a stateside number while stationed here.

30

Relocation Expenses and Reimbursement

Pets and Government Housing

•Every installation has a Financial Management Program

Finances can be a big stressor during a relocation move, therefore, it is important for the incoming Service Member to be prepared for relocation expenses that the government will not be able to refund. Provided below is a chart of the most com-mon relocation expenses Service Members will experience upon arrival.

You may also want to encourage the incoming member to develop a financial plan to support food/meal, hygiene plans and other items needed for the ROM period. While it is your responsibility to assist in the purchasing of essential items, it is important for you to discuss how your incoming Service Member will reimburse you for the funds. Therefore, it is highly recommended that all inbound E-6 and above accompanied Service Members bring at minimum $600 in cash for expenses while in ROM.

Every installation has a Personal Financial Management Program equipped with accredited financial managers to help Service Members develop a budget plan and prepare financially for any life changing event. Encourage your incoming Service Member to reach out to a Personal Financial Manager to go over their finances for this next relocation move.

According to AFI 32-6001_AFGM2017-02 and IIIMEF/MCIPACO 10570.1, certain dog breeds are prohibited in all Military Family Housing (MFH).

31

The following list combines the restricted breeds identified in the Air Force Instruction and the IIIMEF/MCIPACO:

1. Pit Bull (full or mixed breed). 2. American Staffordshire terrier. 3. English Staffordshire bull terrier. 4. Rottweiler (full or mixed breed). 5. Canid-wolf hybrid (full or mixed breed). 6. Doberman pinscher (full or mixed breed). 7. Chow (full or mixed breed).

Note: In the absence of a formal breed identification, the predominant dog breed on a valid Veterinary Health Certificate or Rabies Certificate may be used to establish a presumption of the dog’s breed. Please note that the presence of a restricted dog breed, will not, even if permitted at a previous assignment, be a basis for approval to reside off-base if Military Family Housing (MFH) is available in the member’s grade and bedroom entitlement category. Newly arriving families need to be mindful of this policy and plan accordingly. Other breeds of dogs that exhibit aggressive behavior may be subject to removal from MFH. Exotic animals such as, but not limited to, reptiles, rodents, ferrets, hedgehogs, skunks, rats, raccoons, squirrels, potbellied pigs, monkeys, arachnids, or any farm animals are not permitted. Incoming Service Members are authorized two domestic pets per household, defined as a cat, dog or a combination of each. In addition, incoming members bringing authorized pets must indicate pet ownership on their housing application. In tower buildings, cats are allowed on all floors, however, dogs are only allowed on the first, second and third floors. Having a pet does not guarantee placement in a particular housing unit. Placement is based on availability and the member's entitlement. The non-availability of pet friendly housing is not a justification to turn down a housing offer. All pet owners must ensure their dogs and cats are properly registered with the Base Veterinary Facility (VTF) within 3 days (72 hours) of arrival. Due to the ROM, the sponsor will need to take the pet to see the Kadena vet (walk-ins only) during set hours at the Kadena vet clinic (info @ 036-868-2263 option 2).

Please Note: due to the significant amount of construction currently underway in military housing, on-base housing may be limited. This may affect the Service Member’s ability to obtain a pet-friendly home. Incoming personnel are encouraged to contact the Kadena Housing Office with further questions at DSN: 315-634-0582 | Commercial: 011-81-734-0582 or via email at: kadenahousing.customerservice@us.af.mil.

32

Pet Importation Process

The process to bring a pet into Japan can be extensive (6-9 months). We

recommend that Service Members begin the pet importation process as early as

possible by visiting a Military Veterinary Facility. Ensure you provide the

following link to the incoming Service Member to obtain a copy of the Pet

Importation Booklet: https://www.mccsokinawa.com/welcomeaboard/#tab5.

Please note: all steps of the pet importation process must be completed as outlined in the Pet Importation Booklet to avoid any delays. Provided below is an outline of the major steps in the pet importation process:

1. Microchip Implanting: All dogs and cats impor ted into Japan must be identified by a microchip. The microchip must be implanted before the first rabies vaccination (both procedures can be performed on the same day). The recommended microchip standards are ISO 11784 and 11785 (a 15-digit microchip code which consists only of numbers).

2. Rabies Vaccination: The rabies vaccination must be administered two

or more times after the microchip is implanted. Dogs and cats must be 91 days old at the time of the first vaccination. The second vaccination must be administered at least 30 days after the first vaccination.

3. Rabies Antibody Test (Serological Test): A blood sample (serum) must be sent to a designated laboratory for a rabies antibody test. The rabies antibody titer must be equal to or greater than 0.5IU/ml. Dogs and cats must arrive in Japan within the validity period of the rabies antibody test.

33

4. 180-Day Quarantine Period: The waiting per iod is 180 days or more from the date of the blood sampling for the rabies antibody test. If the waiting period is less than 180 days, the dog or cart will be subject to quarantine at a detention facility of Animal Quarantine Service. For additional information on the quarantine process, please visit: http://www.maff.go.jp/aqs/english/index.html.

5. Advance Notification: The impor ter must notify the Animal Quarantine

Service at the expected port of entry no less than 40 days before arriving in Japan.

6. Clinical Inspection before Departure: Before leaving the expor ting coun-try, all dogs and cats must undergo a clinical inspection (pre-export inspection) by a veterinarian. Immediately before leaving (within ten days before board-ing), dogs and cats must undergo a clinical inspection by a private veterinarian or a veterinary officer of a government agency of the exporting country.

7. Obtaining a Health Certification Issued by the Government Agency of the Exporting Country: The impor ter must obtain a health cer tificate issued by the responsible exporting country government agency (such as the USDA) and submit it to the Animal Quarantine Station at the time of arrival in Japan.

8. Import Inspection after Arrival in Japan: Dogs and cats must be inspected

by the Animal Quarantine Service at the port of entry upon arrival in Japan.

Transporting Pets to Okinawa

AMC Pet travel is only authorized for PCS personnel. Due to COVID-19, the AMC Patriot Express (PE) is the only option to fly pets into Okinawa. The Service Member or a family member must accompany the pet on the AMC flight. The traveler must pay for the movement of all pets. The costs for pet shipment are based on the weight of the pet and the kennel combined ranging from $125.00 to $375.00 and must be paid at the AMC ticket counter at the time of check-in. AMC has a 150-lbs. limit on pets which includes the weight of the pet and the kennel. It is important to note that AMC flights only have a total of 13 pet spaces. Members wishing to secure a pet space on an AMC flight should begin to coordinate their reservations at least 90 days in advance. There are two methods for flying pets on an AMC flight:

In Cabin: carrier dimensions must be smaller than 20"L x 16"W x 8.5"H and must be an airline approved carrier. Pets must be able to stand, sit, turn and lay down with normal body posture to fit this category.

34

Excess Accompanied Baggage Shipment: this method is available to personnel traveling to and from Japan. Requests for obtaining transportation reservations for the type of travel must be submitted through the member’s local Passenger Travel Office (PTO) during the outbound assignment interview. While travel reservations permitting the movement of the pet cannot be guaranteed, every effort will be made to meet the member’s request by PTO and AMC.

In the event your incoming Service Member receives approval to fly through a commercial airline, please keep in mind that U.S. airlines no longer transport certain dog breeds, particularly the English bulldog or mixes of this breed. The AMC/Patriot Express still transports them, but space for pets is not guaranteed and is very limited throughout the year. It is highly recommended for Service Members to check with the airlines for regulations/restrictions/policies regarding short-nosed dogs or cats before beginning the process to bring a pet over to Okinawa. Each airline determines their specific pet policies. The following is a list of the major airlines and the web links to their pet policies with additional information:

United Airlines - New Pet-Safe standards which include weather and breed restrictions. To view United’s pet policy, please visit: https://www.united.com/ual/en/us/fly/travel/animals/petsafe.html.

American Airlines - Although, you can travel with a checked pet from Japan to Los Angeles (LAX), pets are not allowed as checked baggage to Japan. To view American Airlines pet policy, please visit: https://www.aa.com/i18n/travel-info/special-assistance/pets.jsp?anchorLocation=DirectURL&title=pets.

Delta – A pet embargo is in place from 15 May through 15 September. Delta will not accept animals as checked baggage during extreme weather conditions. During the summer, the weather may not exceed 85°F. To view Delta’s pet policy, please visit: https://www.delta.com/content/www/en_US/traveling-with-us/special-travel-needs/pets.html.

Frequently Asked Questions

Q. What will happen if my dog arrives in Japan without microchips fitted? A. If the dog arrives without the microchip, it will be considered to not have the

proper certificate and it will be refused entry. Q. My pets have received the rabies vaccination but have not been fitted with

a microchip. Will this be acceptable? A. Any immunization against rabies carried out prior to the insertion of the

microchip will not be accepted. Please be sure to have the animals vaccinated twice and tested for antibody levels only after the microchip is inserted.

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Q. Please explain the rationale behind the measurement of antibody levels and

the 180-day wait. A. Antibody levels are measured in order to confirm whether or not the animal has

developed an immunity to rabies. The reason for the wait is to make sure that the animal has not contracted rabies prior to developing an immunity to it as a result of the immunization. The 180-days corresponds to the incubation period for the disease.

For additional information please contact the Kadena Vet Clinic: Kadena Veterinary Clinic Japan Cell phone: 050-5865-3083 U.S. phone: 1-512-672-7593 Email address: okinawavetclinic@gmail.com Website: http://www.kadenafss.com/family/karing-kennels/ (Located Under the PCS Information Tab)

Karing Kennels

Karing Kennels is the only government approved pet quarantine facility on-base. Please note there is a late night drop-off fee of $25 for all AMC customers and a $50 fee for all customers flying commercially through the Naha airport. Fees may vary during holidays or days when Karing Kennels is normally closed for business. Incoming Service Members need to create an account and reserve a spot for their pet on the Kadena FSS website. Any drop-off or pick-up outside of their normal business hours must be scheduled with a confirmed appointment. Dogs must be current on their rabies, distemper and kennel cough vaccines. Cats must be current on their rabies and distemper (FVRCP) vaccines. In addition, Service Members may be eligible to be reimbursed up to $550 for kenneling expenses associated with the quarantine process based on approval. Please note, pets would need to complete ROM prior to using Karing Kennels. For kenneling fees for dogs and cats, please visit: http://www.kadenafss.com/family/karing-kennels/ Karing Kennels (Aboard Kadena Air Base) Boarding Facility Bldg. 4065 near Kadena Gate 3 Japanese Mobile: 036-868-2235 Kadena DSN: 966-7339 Marine Corps DSN: 99-03-4580-0135 (Dial 6 - 7339) From U.S.: 1-512-672-7339 Email: karingkennels@kadenafss.com Website: http://www.kadenafss.com/family/karing-kennels/

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Inbound With Pets

As a sponsor, you may need to assist an incoming family traveling with pets. Contact the Veterinary Clinic at the Kadena Air Base in advance to discuss current procedures related to ROM and pet quarantine. Keep in mind that pets will need to complete a 14-day ROM as well and it is highly recommended that the pet complete the 14-day ROM cycle with the pet owner in permanent or contingency housing. For additional assistance contact the Kadena Veterinary Clinic: Local: 036-868-2263 DSN: 966-7593 US: 512-672-7593 Email: okinawavetclinic@gmail.com

Household Goods Weight Entitlements

Per MARADMIN 221/19, effective 02 April 2019, there is no longer an administrative Weight Limit for accompanied Marines and Sailors attached to a USMC command. Marines and Sailors issued Permanent Change of Station (PCS) orders with an effective date on or after 02 April 2019 are allowed to take their full JTR weight allowance. Sailors attached to Navy commands are able to ship their full weight allowance per the JTR. Please remind all Service Members to review their orders for additional guidance on weight restrictions.

The weight allowance is established under the provisions of the Joint Travel Regulations (JTR) and is the maximum weight that can be moved on government expense.

Full JFTR weight allowance, to include unaccompanied baggage transportation for accompanied Service Members.

600 lbs. for unaccompanied USMC Service Members.

Full JFTR weight allowance for unaccompanied USN Service Members attached to a Navy command such as the U.S. Naval Hospital, Okinawa or CFAO.

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Shipping Household Goods

Incoming personnel are encouraged to begin the process of shipping their household items after they have been found suitable for overseas. Service Members should also visit www.move.mil to begin the process of shipping their household goods. Members should create/update their account on DPS and conduct a self-counseling to facilitate better planning. If the member is scheduled to arrive during peak PCS Season (summertime), encourage the member to begin the process at least 90 days in advance. For additional information please contact the Distribution Management Office:

Camp Location DSN Phone Number / Email

Camp Foster Bldg. 495 315-645-0922 /

MCBBUTLERPPSODMO@usmc.mil

Camp Courtney Bldg. 4311 315-622-7561/5801 /

MCBBUTLERPTOCourtney@usmc.mil

Camp Hansen Bldg. 2137 315-623-4679/7029 /

MCBButlerPPSOHansen@usmc.mil

It is important for your incoming Service Member to practice social

distancing and COVID-19 precautionary measures at the time of his/her

household goods pickup. The PCS Health Screening Protocol Checklist for

COVID-19 precautionary measures can assist with that. A copy of the

checklist is available at: https://www.iandl.marines.mil/Divisions/Logistics-

Plans-Policies-Strategic-Mobility-LP/Logistics-Distribution-Policy-Branch-

LPD/PCS2/

When providing suggestions, please keep in mind that the housing and

billeting units on Okinawa are smaller than those in the U.S. There is no

government storage facility on Okinawa, and the private self-storage

facilities are limited.

The following is a list of suggested of items needed while in a 14-day ROM

when residing in permanent or contingency housing:

Shower curtain and bedding (double & twin size sheets, blankets, pillows and pillow casings).

Linens, enough to make it through the 14-day ROM period.

Towels: enough for each family member.

Medication, contact lenses or glasses, enough to last while in ROM.

Children’s items (i.e. toys and their personal belongings).

Electronic devices such as tablets, laptops to complete virtual check-in requirements while in ROM.

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Pet supplies and other pet items (if applicable).

Any other essential items you will need during the 14-day ROM period.

Loan Locker kitchen items: set of dishes, kitchenware, and cutlery. *Temporary kitchen kits are available for personnel to borrow through Marine & Family Programs-Resource Centers.

The following is a list of suggestions you can provide to your incoming

member for his/her express shipment:

42-inch TV or smaller, DVD /Blu-ray Player and a few favorite DVDs.

Baby crib or Play Pen. (Item has to be less than 42 inches in diameter when disassembled).

Lamps and small fans.

Space heater. Some off-base housing units do not have built-in heaters.

Additional bedding and linens (double & twin size sheets, blankets, pil-lows and pillow casings).

Set of dishes, kitchenware, cutlery and small appliances (enough for you or your entire family to use).

Clothing to include rain gear and summer clothes. Okinawa is extremely hot and humid during the summer time. Pack a combination of clothing to include a warm jacket as weather varies dramatically.

Additional children’s items (i.e. toys and their personal belongings).

Small rugs and a few carpets as tile over concrete is the standard floor in most homes.

Any other essential items needed within the first 30-60 days. The following is a list of suggestions you can provide to your incoming mem-ber for his/her household goods shipment:

Additional clothes and shoes not packed in the express shipment.

Additional kitchenware not packed in the express shipment.

Pet supplies and other pet items (if applicable).

Living room set, if not too heavy.

Large rugs, carpets, and household décor.

Bathroom sets such as bathroom rugs, additional towels and shower caddies.

Keep books to a minimum unless they are part of your professional equipment.

CDs, DVDs, and board games are a must to have during bad weather or Typhoon Season.

Anything you will need to live on for the next 2-3 years.

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Shipping Motorcycles/ Mopeds

The following regulations apply to motorcycles/mopeds greater than 250 CC being imported to Japan and Okinawa: The Government of Japan (GOJ) has imposed a requirement that motorcycles/mopeds over 250 CC manufactured 1 July 1999 or later, must comply with GOJ brake standards. In addition to the brake testing requirement, motorcycles/mopeds over 250 CC, manufactured after 1 April 2001, must pass GOJ emission testing and meet emission control standards.

Important Documents/Items to Hand Carry

The following is a list of documents that are essential for newcomers to have with them upon arrival. All applicable documents should not be packed in their check-in luggage, but should be hand-carried in a briefcase or carry-on bag:

PCS Orders (original and several copies).

Area Clearance/DEA (original and several copies).

Passports (all family members must have a passport).

Military ID card (children 10+ years of age must have a Military ID to board the AMC flight and enter the military installations).

Valid stateside driver’s license or permit.

Immunization records for Service Members and each family member traveling.

Medical & dental records.

Original birth certificates.

Naturalization paperwork (if applicable).

Social security cards (including children).

Marriage licenses and/or divorce decrees.

All educational documentation.

Deeds and titles to all real estate or other property (for tax purposes).

Shipping and storage documents for your household goods.

Insurance policies.

Adoption papers.

Wills and/or Power of Attorney.

State and federal income tax returns from previous years.

EFMP documentation.

Family Care Plans.

Pet documentation.

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Firearms and Ammunition

The estimated minimum costs for the brake testing is about $3000 and about $675 for the emission testing. These are separate requirements (subject to manufactured dates) and failure to meet compliance standards places the owner in a situation to expend additional funds. The additional cost of meeting GOJ’s standards is subject to the various equipment types and models and the degree of difficulty in meeting compliance. Currently, there are limited testing facilities on Okinawa. There is only one brake testing facility (located in Tokyo) and three emission facilities (two located in Tokyo and one in Osaka). Motorcycles/mopeds must be insured and cannot be driven to the testing facility unless it has a temporary registration tag. Due to the extreme GOJ compliance costs members will incur, the shipment of motorcycles/mopeds into Japan is highly discouraged. Eligible Service Members are encouraged to place their motorcycles/mopeds into government storage as household goods for the duration of their tour.

Members are not authorized to import non-sporting firearms, shotguns, silencing

devices, replicas, air pellet guns and ammunition, into Japan. Sporting firearms

must have the unit commander’s pre-approval and all of the required paperwork

needs to be attained from customs before purchasing. Advance approval is

required from the gaining installation before shipping any restricted firearms into

Japan.

Please note: Service Members should check all incoming baggage for rounds of

ammunition. Service Members are subject to detention in Japanese custody if

Japanese customs officials find ammunition in baggage upon entering Japan. For

additional assistance, please contact Customs at DSN: 315-645-2217.

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Virtual Newcomers’ Orientation Welcome Aboard

The Newcomers' Orientation Welcome Aboard (NOWA) is mandatory for all of the following:

All accompanied USMC (regardless of rank).

Family members age 10 and up.

Unaccompanied USMC (E-6 and above) Service Members.

All USN Service Members attached to the hospital.

Civilian Personnel (all grades). Newcomers are required within 2 weeks of arrival. Sailors attached to a CFAO command are welcome to attend Newcomers’ Orientation when CFAO Indoc is not available. Due to COVID-19, Newcomers’ Orientation Welcome Aboard Brief is now offered virtually. Service Members and families are eligible to complete the online training after they arrive on island and while in their 14-day ROM.

To register your incoming Service Member or family, please call one of the Marine & Family Programs-Resource Centers, register online at: www.mccsokinawa.com/relocation or email: mcbb_reloassist@usmc.mil. Please provide a personal email address and the names of all the participants needing to complete NOWA at the time of registration. An email confirmation will be sent out with the link and the access codes needed to complete the online orientation the morning of the distribution date. Completion of NOWA is required in order to obtain a SOFA driver’s license.

Sponsor’s Tool Kit

Remember that first impressions are lasting impressions. Your role as a sponsor is critical in facilitating the adaptation of Service Members and their families into a new working and living environment. You are not alone in this process. The Relocation Services office is here to help you every step of the way. The Sponsor’s Tool Kit sets you up for success by providing you with the resources you will need to be an excellent sponsor. To access the tool kit, visit: www.mccsokinawa.com/relocation. If you require additional assistance, please call: 315-645-8395/7494/2104/2106 or email: mcbb_reloassist@usmc.mil.

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Student Registration - DoDEA Form 600

Sponsor’s Orders, Certification of Employment letter, Personnel Action Form, Contract, etc.

Area Clearance or Dependent Entry Approval (for USMC & Navy only)

Passport or Birth Certificate for student (for age verification)

Student Health History (DoDEA Form 2942.0-M-F1)

Certificate of Immunization (DoDEA Form 2942.0-M-F3) (take to the Immunization Clinic to be signed by medical authority)

Copy of Immunization Card

Special Education Needs Review Form (DoDEA Form 620)

Computer and Internet Access Agreement (DoDEA Form 6600.1-F2)

There are 13 DoDEA schools on Okinawa; 8 Elementary Schools, 3 Middle Schools and 2 High Schools. The permanent address of the incoming family determines which school the child will be zoned to attend. “Hotel schools” are available to serve incoming families staying in temporary lodging on Kadena Air Base or Camp Foster. The “Hotel Schools” for Kadena are:

Bob Hope PS and Amelia Earhart IS - Elementary Schools

Ryukyu MS - Middle School

Kadena HS - High School The “Hotel Schools” for families in the Westpac Lodge, Camp Foster are:

E.C. Killin ES - Elementary School

Lester MS - Middle School

Kubasaki HS - High School When the member has been assigned permanent housing (on or off-base), there is a possibility that the child might be moved to another school, unless the incoming Service Member’s school zone remains the same as the temporary school zone. School registration is available online at: https://www.dodea.edu/dors/ or at the Main Office of the school the child is zoned to attend. Newcomers can also contact the DoDEA District Registrar prior to arrival to coordinate school enrollment via email at: ODSORRegistrar@dodea.edu. Provided below is a list of the documentation needed to enroll the incoming child into school. Please use this checklist to help the incoming family complete the school registration process:

DoDEA School Information and Registration

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Please note the following age requirements:

SURE START students must be 4 years old on or before September

1st. E-4/GS-4/NAF2/NSPS1 and below have first priority for enrollment.

KINDERGARTEN students must be 5 years old on/or before

September 1st of the current calendar year to be eligible to register for the

upcoming school year.

FIRST GRADE students must be 6 years old on or before September 1st of the current calendar year to be eligible to register for the upcoming school year.

For additional assistance contact the School Liaison DSN: (315) 645-3205 Stateside: 011-81-98-970-3205 Website: www.mccsokinawa.com/slo

Questionnaire for Race/Ethnicity (DoDEA Form 600A) and Home Language (DoDEA Form 600B)

Consents and Authorizations – Field Trips, Media Release & Internet Agreement (DoDEA Form 700)

Housing Address & School Zone Verification letter

House Assignment Letter, Off-Base Lease Agreement, or TLF Receipt

PREVIOUS SCHOOL RECORDS FOR STUDENT (if available)

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There are a number of childcare options for parents in Okinawa. With locations on Camps Kinser (Yuimaru Center), Foster (Ashibina Center & Chimugukuru Center) and Courtney (Chura Warabi Center), MCCS Child Development Centers (CDCs) offer quality full-day and hourly care programs for children 6 weeks to 5 years old. CDCs are staffed by trained care giving professionals that meet the accreditation standards of the National Association for the Education of Young Children (NAEYC). School Age Care (SAC) is available for children 5 - 12 years of age that are enrolled in kindergarten through 6th grade. Care is offered during duty hours before and after school, teacher in-service days, and during vacation periods. SAC provides a safe, supervised, healthy, age-appropriate environment while parents are at work. Programs are available at Camp Foster, Camp Kinser and Camp McTureous. Family Child Care (FCC) offers a home-based and installation-certified childcare option in addition to care offered at a center. FCC is available for a variety of needs and may be ideal for families that prefer a small group-care setting. Care is for children 6 weeks to 12 years of age. This program is particularly valuable for the community during the popular Ball Season. To request care, the incoming Service Member needs to follow these 3 easy steps:

STEP 1: visit www.militarychildcare.com

STEP 2: Placement in the Child Development Center and School Age Program will be sent via email from militarychildcare.com.

STEP 3: Upon arrival, contact Resource and Referral to schedule an appointment to complete the registration process.

From the states 011-81-98-81-98-970-4117 Local Phone DSN: 315-645-4117 | Japanese Cell: 098-970-4117

Childcare Registration

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Commissary Run

If staying in Housing, please ensure your incoming Service Member is taken care of upon arrival. Request a grocery list in advance and have the items in housing the day they arrive. If staying in Lodging, please call the lodging facility (phone numbers are listed on the previous pages) to see if it is possible to put food and snacks in the incoming family’s room ahead of time. If you have secured Billeting for your unaccompanied personnel, ensure the room is ready for occupancy. Include a couple of “must have” items to get the incoming Service Member through the night. It is a high possibility for a typhoon to hit Okinawa during Typhoon season (June-November). Therefore, it is important for you as a sponsor to ensure your incoming Service Member or family has all he/she needs before the Commissary/Shoppette closes. The Fidelis Rides U-Shop Program is a great resource to provide your incoming Service Member. Newcomers can purchase groceries from the comfort of their home or hotel room. Marine volunteers shop for newcomers while in ROM and stay in contact with the client to confirm the correct items are purchased and facilitate over the phone payment for the customer at the register. Once the purchase has been made, you can assist your newcomer with picking up the items and delivering them to their quarters or hotel room. Contact the Fidelis Rides U-Shop Program via Facebook at: https://www.facebook.com/FidelisRides/

Exchange and Food Delivery Options

Newcomers can also take advantage of the Exchange’s online shopping feature to order items needed while conducting their 14-day ROM. Sponsors can assist their incoming Service Member or family by utilizing the curbside pick up service to pick the items. You will need your picture ID to retrieve the items for your newcomer. Be sure to provide the following website to your newcomer to take advantage of this service: https://www.shopmyexchange.com Food delivery services on-base are also available through AAFES. For list of locations or to order food online, your newcomer can visit: https://aafesprem.imenu360.com/

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Meeting the Service Member at the Airport

Transportation Options

Please make every effort to be on time to pick up your incoming personnel and their families. If you are sponsoring an unaccompanied E1-E5 Marines and Navy personnel (assigned to a USMC unit), let the Service Member know they will be picked up and transported by JRC.

Per MCO 1320.11G , IIMEF/MCIPACO 1754.1A and the III MEF/MCIPACBUL 1754, reimbursement is subject to command approval and availability of funds. Check with your command in regards to reimbursement for mileage, tolls and parking. Transportation for your newcomer will depend on where they will be residing to conduct their 14-day ROM. If you are sponsoring a family or an incoming Service Member who will conduct their ROM in their permanent quarters, be prepared to pick them up from the airport in your privately owned vehicle. Families who will conduct ROM in the designated TLF will be transported via MCCS buses. Joint Reception Center Bus or a designated command representative will pick up their respective E-5 and below unaccompanied personnel and transport them to their designated barracks to ROM. In order to minimize the spread of COVID-19, the MCIPAC Installation Safety Office will offer an N95 mask, fitting and testing to sponsors using their privately owned vehicles to transport incoming Service Members and families. In any event, ensure you and your incoming Service Member or family are aware and ready to adhere to the following social distancing guidelines:

Passengers must wear cloth masks.

Drivers must have windows lowered.

The vehicle must be disinfected after transporting the newcomer.

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IPAC Inbound Process for USMC Personnel

PSD Inbound Process for USN Personnel

After your incoming member checks in with the command, he/she needs to check in with the IPAC Inbound Branch located on Camp Foster Bldg. 5699, after the completing their 14-day ROM. Please keep in mind that max participation for each appointment time is

limited to 40 Marines. Setting up an appointment will help you plan out the

in-processing week and ensure you help the incoming Service Member check

in to all areas in a timely fashion. To schedule an appointment please call

IPAC Inbound at DSN: 315-645-7438.

The member is not officially in the system until he/she conducts a face to face audit with an IPAC representative. Therefore, it is imperative for the member to check-in with IPAC to ensure all travel claims are processed in a timely manner and all entitlements are adjusted accordingly.

The incoming Service Member will require all applicable documentation upon

check-in:

PCS orders with reporting endorsement.

All receipts to include Temporary Lodging Entitlement (TLE) and/or Temporary Lodging Allowance (TLA).

ROM TLF receipt (if applicable).

Flight itinerary, to include documentation from the airlines showing travel delays (if applicable).

Approved Area Clearance.

Approved request for delayed dependent travel letter (if applicable).

PTO Authorization for Circuitous Travel (if applicable).

DMO Authorization for vehicle storage (if applicable).

PTO Authorization for Foreign Flag Carrier (if applicable).

Officer Qualification Record (OQR)/ Service Record Book (SRB).

Previous admin unit information/ PTO information (if applicable).

Copy of spouses travel claim (for dual active duty Service Members).

In order for PSD Okinawa to officially gain a newly reporting Sailor to the new command, the sailor must report to his/her Command Pay and Personnel Administrator (CPPA) within 72 hours of arrival to the island, please have the in-coming Sailor contact his/her CPPA via telephone or email while on 14-day ROM to initiate the check-in process.

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The following is a list of the documents that will be required:

Documents:

Endorsed orders with official report date.

All receipts for travel claim.

Full flight itinerary.

Copy of Suitability Screening (NAVPERS 1300/16) signed by the CO orCMC.

Itemized receipts for TLF such as stateside receipts for TLE and on-islandreceipts for TLA, if applicable.

Copy of DEA (if accompanied by family).

The documents need to be delivered to the CPPA as soon as possible after the member arrives. The CPPA will submit all required paperwork to PSD via the Transaction Online Processing System (TOPS).

Therefore, it is imperative that the newly reporting sailor get the documentation to his/her CPPA as soon as possible to prevent any over or under payment.

Please note: PSD will gain the member to the command, start the member’s COLA and issue a memorandum to the DoD Housing Management Office confirming the member has officially checked-in. The newly arrived sailor may write his/her personal email on the copy of the orders to be included in the cor-respondence as well.

Temporary Lodging Allowance (TLA)

When permanent quarters are not available after completing ROM, the incoming

family will need to reside in a temporary lodging facility. Accompanied Service

Members will rate TLA to partially reimburse members for more than normal

expenses stemming from the use of temporary lodging in conjunction with a PCS

move to/from an OCONUS location, including Alaska.

TLA is contingent upon the following:

1. Service Members must utilize a government Temporary Lodging Facility(i.e., WestPac, Courtney or Hansen Lodge) unless a Certificate ofNon-Availability (CNA) is obtained stating that the facility closest to themember’s place of work is not available for occupancy.

2. If the member chooses to stay at an off-base TLF and does not provide aCNA from the on-base TLF, then the member's lodging reimbursementunder TLA will be limited.

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TLA is not payable to members who arrive prior to their dependents and members married to members without dependents who arrive separately. Additionally, TLA is not payable to unaccompanied personnel.

TLA is approved for a maximum of 30 days and is reimbursed in 10-dayincrements. For a family consisting of one active duty member and three dependents the cost ranges from $125.00 per day for an on-base facility to approximately $300.00 per day off-base.

Advance payment of TLA is authorized and encouraged for USMC personnel who may require temporary lodging. Advances can be requested upon arrival (the Service Member must receive a reporting endorsement prior to submission). The TLA payment process normally takes between 5-7 business days and payments will be made directly to the Service Member’s direct deposit account.

Incoming personnel are required to pay the full amount of their final TLF bill upon check out. Therefore, requesting advance TLA is highly encouraged if adequate funds to pay the bill are not available. USMC Service Members are encouraged to contact IPAC for additional details on requesting advance TLA. In addition, the Marine Corps on-base TLFs are operated by Marine Corps Community Services (MCCS) and will accept commercial credit cards for payment.

Service Members can use their Government Travel Charge Card (GTCC) for PCS or TLF related expenses. The GTCC can be used for TLA lodging costs, however, the cost of lodging is not factored into projected travel costs when setting the limit on the GTCC. The member can request a higher GTCC limit prior to conducting their PCS.

The TLA Datasheet Process for USMC Personnel

The incoming Service Member will need to submit a TLA claim to receive their TLA entitlements. All inbound accompanied Marines must visit the Camp Foster Regional Housing Office (RHO) after completion of their 14-day ROM to obtain a TLA Datasheet and a Certification for on or off-base housing in 10-day increments.

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Filing TLA Claims - USMC Personnel

Service Members are encouraged to submit their TLA claims within 3 business days after each 10-day entitlement period or after completion of ROM. Below is a list of the documents needed to submit a TLA claim: If residing on-base:

Assignment of Quarters form.

TLA Allowance Verification form.

AF Form 594.

After an on-base housing offer has been accepted, the incoming Service Member

needs to proceed to the Regional Housing office located on Camp Foster, Bldg.

361, for his/her TLA validation.

When an incoming Service Member is provided approval to live out in town, after attending the Kadena off-base housing brief, the incoming member will be required to conduct an aggressive search for off-base housing. The incoming Service Member must view at least 3 housing units within the initial 10-day period and then at least 7 in each subsequent 10-day period. Service Members need to proceed to

the Regional Housing Office to obtain their TLA datasheet validation.

The Regional Housing Office is open Monday-Wednesday and Friday from

0800-1200 and 1300-1600, and Thursday from 0800-1200. Below is a map with directions to the Regional Housing Office:

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Filing TLA Claims - USN Personnel

Area Clearance.

CNA, if applicable.

Copy of zero balance lodging receipts. In addition, if residing off-base:

Memo to reside off-base.

TLA Data Sheet.

Lease Agreement. TLA is not a split-disbursed item. Therefore, it is the member’s responsibility to ensure all charges are paid-off in a timely manner. When submitting a TLA claim, the Marine’s reimbursement will be deposited to his/her personal checking account, not the GTCC.

Upon check-in, the command’s CPPA will assist the incoming Sailor with submitting a travel claim via a TOPS transaction to PSD. It is recommended that the newly arrived Sailor stay in contact with the CPPA until all claims have been finalized. In the event PSD requires additional information, PSD will contact the CPPA. Documents needed for TLA Payment:

Endorsed orders.

Signed DD 1351-2.

Dependent Dislocation Allowance (DLA), if applicable.

NPPSC 7220/2 NPPSC Temporary Lodging Expense (TLE).

Certificate of Non-Availability (if unaccompanied).

Itemized lodging receipts with a zero balance.

Copy of airline tickets.

Endorsement/ memorandum from the DoD Housing Office if awaiting Military Family Housing.

If residing off-base: Memorandum from the DoD Housing Office authorizing member and family to live off-base.

TLA Data Sheet, when applicable. As of March 2020, USN members can use their GTCC while executing PCS travel. If they chose not to, ensure the incoming USN member retains all re-ceipts and has other forms of payment on hand.

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SOFA Driver’s License

To obtain a SOFA driver’s license, applicants must have completed their 14-day

ROM cycle and have the following items on hand:

Application for USFJ Form 4EJ Driver’s Permit.

Valid stateside driver’s license.

Area Clearance/DEA (for dependents).

The licensing exam is done Mon.-Fri., at the Base Safety Installation Office, Camp

Foster, Bldg. 5831 and Camp Courtney, Bldg. 4319 at 0800 and 1000.

Please note: Service Members in paygrades E5 and below will require their

gaining CO’s signature on their SOFA application prior to taking the exam.

Applicants under the age of 26 will need to take a driver’s improvement course

and provide proof of completion to the Base Safety Installation Office prior to

taking the exam.

In addition, E-3 and below personnel will need to take a 1-day driver’s course

prior to taking the SOFA Licensing exam.

Service Members or family members who do not have a stateside driver’s

license should visit www.dmv.org for information on how to obtain one.

Individuals who arrive without a valid stateside driver’s license will need to

take a driver’s education course prior to taking the SOFA examination. The

average cost of the course for SOFA status personnel is $300.00.

The SOFA licensing exam is a challenging examination. It is strongly recommend-

ed each individual taking the licensing test to thoroughly read and study the entire

Driver’s Manual, becoming familiar with and study all of the road signs enclosed in

the road sign document.

For additional assistance with the SOFA licensing exam, please see the flyer below

or contact the MCIPAC Installation Safety Office at 645-3183.

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SOFA Re-Entry Stamp

The SOFA Re-Entry stamp is required for all SOFA status dependents of active duty Service Members stationed in Japan. The SOFA Re-Entry stamp facilitates exit from and re-entry to Japan during periods of temporary leave. A copy of the Service Member’s military orders, along with the tourist passport is required to obtain a SOFA Re-Entry stamp. The SOFA re-entry stamp can be obtained at the following locations after completing ROM: Camp Foster (All Personnel): IPAC Bldg. 5699 DSN: 315-645-0877 Kadena Air Base (Navy Personnel): PSD Bldg. 3554 DSN: 315-634-6323

Marine & Family Programs - Relocation Services

Please contact the Marine & Family Programs-Resource Center with any additional relocation questions you may have so that we may direct you accordingly:

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In addition to Relocation Services, the Personal & Professional Development Branch of Marine & Family Programs provides a variety of programs and services for Service Members and their families. The following is a list of the programs available: Cultural Awareness and Adaptation - Experience the culture of Okinawa through our cultural awareness and adaptation program. Service Members and their families have the opportunity to learn Japanese language, participate in local area tours, learn calligraphy and much more. Personal Financial Management - Get the most out of your money with our Personal Financial Management program. From money management to savings and investing, our financial managers are here to ensure Service Members and their families reach their financial goals. Retired Activities Office (RAO) - The RAO serves as the central point to obtain valuable information for military retirees and their families from all branches of service. Transition Readiness Program - The Transition Readiness Program provides transition assistance, information, training, and services to eligible Service Members to prepare them to be career ready when they transition back to civilian life. Family Member Employment Assistance Program (FMEAP) - This program supports the DoD responsibilities in assisting family members as they face employment challenges due to frequent relocations and assist them in sustaining a career while their sponsor servers their country. Marine Corps Family Team Building - Offers a wide variety of programs and services to provide insight into the military lifestyle, family readiness, deployment support, volunteer opportunities, and much more. Education and Career Services - The MCCS Education and Career Centers assist active duty and family members with their educational goals. Academic Counselors can provide academic/vocational guidance, financial assistance information, Marine Corps Tuition Assistance and much more. MCCS Libraries - The MCCS Libraries offer weekly adult and children’s programs including crafts, language skills, and more. In addition, the Library provides an opportunity for the military community to learn about 3D printing, virtual reality, robotics, and much more through the Innovation Lab at each of the six libraries located on Okinawa. For a complete schedule of our programs and services please visit us online at: www.mccsokinawa.com under the “Marine & Family” tab.

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Employment Opportunities

Employment opportunities for family members are limited on Okinawa. Employment on-base is available in the following categories: Appropriated Funds:

CHRO (MCB Civilian Human Resource Office).

For Army, Air Force and Navy APF jobs on Okinawa, most can be viewed through USAJOBS.gov.

DoDEA School System. Non-Appropriated Funds:

MCCS (Marine Corps Community Services).

Army and Air Force Exchange Service (AAFES).

Navy MWR.

18th Services.

Army MWR. U.S. Naval Hospital, Okinawa

Contract Positions:

https://www.med.navy.mil/sites/nhoki/SitePages/Employment/Contract.aspx

Commercial Activities

Many spouses prefer or opt to work from home or have their own business while stationed on Okinawa. If this is the case for the inbound Service Member’s spouse, the Installation Law office is able to provide assistance. The following web link provides information on private employment: https://www.mcipac.marines.mil/Staff-and-Sections/Special-Staff/Office-of-the-Staff-Judge-Advocate/Installation-Law/Employment/ Commercial Activities and Private Employment: DSN: 315-6457461/7462 | Cell: 098-970-7461/7462 Email: mcbsjasofa@usmc.mil

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Sponsorship Checklist

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Web Link Directory - Helpful Web Links

Topics Web Link

MCCS Welcome Aboard Page www.mccsokinawa.com/welcomeaboard

Military One Source www.militaryonesource.mil

Military Installations https://installations.militaryonesource.mil

Exceptional Family Member

Program (EFMP) www.mccsokinawa.com/efmp

Overseas Suitability Screening https://www.med.navy.mil/sites/nhoki/SitePages/Services/OSS.aspx

Passport Information http://travel.state.gov

DoD Electronic Clearance Guide https://www.fcg.pentagon.mil/fcg.cfm

Kadena Housing Office http://www.housing.af.mil/Units/Okinawa

Furnishings Management https://www.housing.af.mil/Units/Okinawa/

furnishingsmanagement/

Pet Importation Process htpps://www.mccsokinawa.com/

welcomeaboard/#tab5

Kadena Vet Clinic http://www.kadenafss.com/family/karing-

kennels/

USDA - Animal and Plant Health

Inspection Service http://www.aphis.usda.gov

SPCA International http://spcai.org/get-involved/military-support/

operation-military-pets/

Dogs on Deployment https://www.dogsondeployment.org/page/

military-pet-owners

Off-Base Lodging Facilities https://www.mccsokinawa.com/lodginglinks/?

withurl=1

Joint Travel Regulations http://www.defensetravel.dod.mil

Move.mil www.move.mil

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Vehicle Registration https://www.mcbbutler.marines.mil/Base-

Information/Vehicle-Registration/

Driver’s In the Military https://www.dmv.org/military-drivers/

MCCS Relocation Services www.mccsokinawa.com/relocation

Childcare Registration www.militarychildcare.com

Driver’s Education Course http://kadenafss.com/drivers-education

School Liaison Officer www.mccsokinawa.com/slo

DoDEA Okinawa Schools

http://www.dodea.edu/Pacific/south/schools-

by-district.cfm

https://www.dodea.edu/dors/

Bus Zone Transportation http://www.dodea.edu/Pacific/south/

transportation.cfm

Important Email Addresses

EFMP - USMC efmp@okinawa.usmc-mccs.org

EFMP - USN NHOkiEFMP@med.navy.mil

Relocation Services mcbb_reloassist@usmc.mil

Overseas Suitability Screening usn.butler.navhospokinawaja.mesg.NHOKI-

OverseasScreeningCoord@mail.mil

Area Clearance areaclearanceipacokinawa@usmc.mil

Kadena Housing Kadenahousing.customerservice@us.af.mil

Kadena Vet Clinic okinawavetclinic@gmail.com

Karing Kennels karingkennels@kadenafss.com

Furnishings Management 718ces.fms@us.af.mil

ROM Lodging Reservations fosterlodge@okinawa-usmc-mccs.org

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