sponsorship training guide - mccs okinawa...3. assist with cultural adaptation (do’s and...
TRANSCRIPT
56
Sponsorship Training Guide Updated February 2020
For Marines and Sailors sponsoring Service Members and families to Okinawa.
2
Table of Contents
The Role of the Sponsor 4
Obtaining Key Information 4
MCCS Electronic Welcome Aboard Page 10
Relocating with Exceptional Family Members 11
Service Animals 12
Overseas Suitability Screening (OSS) Process 13
Area Clearance / DEA Process 14
Accompanied Members with Delayed Dependents 16
No-Fee Passports 17
Military Housing 17
The Housing Application 18
Mandatory Bachelor Quarters Policy 19
Off-base Housing 20
Dual Active Duty Service Members and Housing 21
Additional Information to Provide 21
Pets and Government Housing 22
Pet Importation Process 24
Transporting Pets to Okinawa 25
Karing Kennels 27
Temporary Lodging Reservations 28
Off-Base Lodging Facilities 29
Temporary Lodging Allowance (TLA) 30
Household Goods Weight Entitlements 31
Shipping Household Goods 32
Shipping Motorcycles/Mopeds 33
Firearms and Ammunition 34
Government Furniture 34
55
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 [email protected]
EFMP - USN [email protected]
Relocation Services [email protected]
Overseas Suitability Screening usn.butler.navhospokinawaja.mesg.NHOKI-
Area Clearance [email protected]
Kadena Housing [email protected]
Kadena Vet Clinic [email protected]
Karing Kennels [email protected]
Furnishings Management [email protected]
54
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
3
Table of Contents
The Loan Locker - Temporary Kitchen Items 36
Important Documents to Hand Carry 36
Establishing a Post Office Box 37
Newcomers’ Orientation Welcome Aboard 38
Sponsor’s Tool Kit 38
Childcare Registration 39
The Joint Reception Center 39
Commissary Run 40
Meeting the Service Member at the Airport 40
Transportation Options 40
IPAC Inbound Process for USMC Personnel 41
PSD Inbound Process for USN Personnel 41
The TLA Datasheet Process for USMC Personnel 42
Filing TLA Claims - USMC Personnel 43
Filing TLA Claims - USN Personnel 44
Getting Married While in Transit 44
SOFA Driver’s License 45
DoDEA School Information and Registration 46
School Bus Transportation 47
SOFA Re-Entry Stamp 48
Marine & Family Programs - Relocation Services 48
Employment Opportunities 50
Commercial Activities 50
Sponsorship Checklist 51
Web Link Directory-Helpful Web Links 54
Important Email Addresses 55
4
Obtaining Key Information
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.
Your role as a sponsor is critical in easing the anxieties inherent during PCS assignments and as a result, improve the incoming Service Member’s personal and professional readiness at the unit level. To help you with your sponsorship, this training guide will provide you with the knowledge and the resources you will need to effectively execute your responsibilities. Your role as a sponsor begins upon assignment and continues through the first 30 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. 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:
53
3. If accompanied with pets, help the incoming member check-in
his/her pets with the Kadena Vet Clinic within 72 hours of
arriving to the island.
4. If accompanied with children, take the Service Member to
Resource & Referral Bldg. 495 to complete the childcare enroll-
ment process.
a. If attending NOWA, have the Service Member sign
up for the free childcare.
5. If applicable, have the Service Member attend NOWA on the
Wednesday following his/her arrival.
a. 2 Copies of Orders
b. 2 Copies of Area Clearance
c. Valid Stateside Driver’s License
d. Military ID
e. Check-In Sheet (if available)
f. If attending NOWA, have the Service Member sign
up for the free childcare.
6. If accompanied, take the incoming Member to check-in with the
Regional Housing Office on the 4th day of arrival. Assist the
newcomer with obtaining a USFJ SOFA Driver’s License if not
obtained during NOWA.
7. If necessary, bring the newcomer to the Loan Locker for a basic
kitchen kit
Post Arrival:
1. Assist with car shopping.
2. If necessary, assist with house hunting.
3. Assist with cultural adaptation (do’s and don’ts).
4. Provide tour of bases and local community.
5. If applicable, assist the newcomer with school enrollment.
6. If incoming member is residing off-base with pets, remind member to register his/her pet with the local city office.
52
Day of Arrival:
1. Create a welcome basket for the newcomer or family. Ensure the
incoming Service Member or family has something available to eat.
2. If residing in Billeting, pick up the incoming Service Member’s
key. Ensure the room is ready for occupancy.
3. Meet the newcomer or family at the airport.
4. If applicable, assist your newcomer with obtaining a Japanese
cellphone.
5. If necessary, take pets to Karing Kennels.
6. Take the newcomer or family to the lodging/Billeting facility.
First Week of Arrival:
1. If accompanied, have the incoming Service Member attend his
housing in-processing brief within the 1st or 2nd day of arrival.
2. Have incoming Service Member check in with IPAC (USMC) or
the CPPA (USN) for in-processing the 1st or 2nd day of arrival. If
unable, ensure the incoming Service Member checks in with IPAC
(USMC) no later than the 5th day of arrival or the CPPA (USN) no
later than the 4th day of arrival.
5. Navy personnel attached to the U.S. Naval Hospital: set up a
P.O. Box for all incoming personnel.
6. Marine Corps Personnel: make an appointment with IPAC Inbound
for the incoming Service Member’s in-processing.
7. If applicable, register your incoming Service Member, spouse, and
children 10+ years for the Newcomers’ Welcome Aboard
(NOWA): via DSN: 645-2104/2106/8395 or online at:
www.mccsokinawa.com/relocation.
8. When sponsoring unaccompanied USMC and USN Greenside,
E1-E5, notify member of JRC pick-up and week-long
in-processing.
9. Ensure you have a backup sponsor in place in the event of an
emergency.
10. If necessary, make kenneling arrangements for incoming pets.
5
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 you’ve been stationed in Okinawa before or not, 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. I have also 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 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) Housing and Pet Importation Information: https://www.mccsokinawa.com/welcomeaboard/#tab5 3) The June 2017 SOFA Driver's Manual: https://www.mccsokinawa.com/welcomeaboard/#tab3
6
IMPORTANT NOTE: The SOFA Privately Owned Vehicle (POV) licensing test is a challenging examination. We strongly recommend each individual taking the licensing test, to thoroughly read and study the entire SOFA driver's manual, becoming familiar with and studying 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.*** 4) CHILDCARE SERVICES- For Newcomers' Orientation childcare services: http://mccsokinawa.com/cypdownloads/ For full-time or part-time childcare: www.militarychildcare.com 5) Guides to the airports on Okinawa, TLA Policy for the 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 the following as applicable): original birth certificates; marriage certificate; and school records. Your orders will provide weight allowances for shipment of household goods and a statement of available government-provided furnishings. (Let the Marine/Sailor know of the Loan Locker available at the Marine & Family Programs-Resources center with an overview of the types of items available to borrow).
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 availa-ble for your family based on work location, pay grade, and family size, you may be given the option to move off-base.
51
Sponsorship Checklist
90-30 Days Till Your Incoming Service Member or Family Arrives:
1. If you haven’t done so already, attend SPONSORSHIP
TRAINING with Mar ine & Family Programs-Resources.
2. Send a Welcome Aboard email within 10 business days of your
assignment as a sponsor. Ensure you include the following link:
www.mccsokinawa.com/welcomeaboard and PCS Flowchar t.
3. Obtain the newcomer’s information:
a. Name, paygrade, and marital status
b. Best way to contact the newcomer
c. Copy of Orders
d. Flight itinerary information
e. If accompanied, copy of Area Clearance/DEA
f. If accompanied, number and age of children
g. If accompanied, pet information
4. Provide newcomer with all pertinent information for relocating to
Okinawa.
5. Respond to incoming member’s questions. Stick to the facts, be objective.
30-15 Days Till Your Incoming Service Member or Family Arrives:
1. If necessary, make Billeting arrangements for your incoming
Service Member.
2. If accompanied, make an appointment with the Kadena Housing
Office for your newcomer’s in-processing. Set the appointment
within 2 business days of the newcomer’s arrival.
3. Reserve temporary lodging for accompanied personnel. If
unaccompanied, ensure you secure Billeting or have a CNA before
reserving temporary lodging.
4. If possible, set up a P.O. Box for your incoming accompanied
member.
50
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: [email protected]
7
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 bring 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)
8
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 you’ve been stationed here before or not, 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. I have also 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) The 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, to thoroughly read and study the entire SOFA driver's manual, becoming familiar with and studying all of the road signs enclosed in the road sign document.
49
In addition to Relocation Services, the Personal & Professional Development section 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. Guidance Counselors can provide academic/vocational guidance, financial assistance information 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, drones, and much more. For a complete schedule of our programs and services please visit us online at: www.mccsokinawa.com under the “Marine & Family” tab.
48
SOFA Re-Entry Stamp
The SOFA Re-Entry stamp is required for all SOFA status dependents of active duty Service Members stationed in Japan. After arrival, a SOFA Re-Entry stamp is required inside the family member’s passport to facilitate 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: 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-Resources center with any additional relocation questions you may have so that we may direct you accordingly:
9
***(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.*** 5) 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). The procedure at the airport for inbound Marines/Sailors is (describe the in-processing procedure and how the Marine/Sailor will get from the airport to the military base. Provide information about 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. 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 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)
10
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.
“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.
“Housing and Pets”- Provides links to the Kadena housing website and a pet
importation booklet explaining in detail the pet importation process and its
requirements.
47
School Bus Transportation
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 School Liaison DSN: (315) 645-3205 Stateside: 011-81-98-970-3205 Website: www.mccsokinawa.com/slo
The following are the proper steps to follow for parents to register their children for the school bus transportation system:
Incoming Service Members should contact the Student Transportation Office to confirm availability of school bus service in the area residing.
To sign up, parents may stop by the office or email to following information to: [email protected]
Child’s full name.
Phone number.
School enrollment letter.
Address (physical and PSC).
Sponsor’s unit and phone number.
Most recent picture of the child (for the bus pass).
Parents can also download a map of the school bus transportation zones by visiting the following website: http://www.dodea.edu/Pacific/south/transportation.cfm For additional questions or assistance, please call: DSN 315-645-2036/7820 | Japanese Cell: 098-970-2036/7820.
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)
46
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. 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
11
Relocating with Exceptional Family Members
“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.
“Newcomers' Orientation”- Provides information on how to register, the
documents to bring, and the time of the event.
“School and Childcare” – Contains links to the School Liaison Officer,
MCCS Child and Youth Programs (CYP) and the Exceptional Family
Member Program (EFMP).
“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 EFMP enrollment is current. If not, advice the Service Member to reach out to the losing installation’s EFMP office as soon as possible to update their enrollment paperwork.
Ensure that all members of the family have been screened by the Overseas Suitability Screening Committee and have received an approved Area Clearance/DEA prior to scheduling DMO or booking plane tickets.
12
Service Animals
Have the Service Member verify that the status of his/her dependent’s EFMP enrollment is current. If not, advice the Service Member to reach out to the losing installation’s EFMP office as soon as possible to update their enrollment paperwork.
Ensure that all members of the family have been screened by the Overseas Suitability Screening Committee and have received an approved Area Clearance/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:
[email protected]. 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: [email protected] 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 at the EFMP table during Newcomers’ Orientation and visit the EFMP office located on Camp Foster, Bldg. 495 upon arrival.
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: [email protected] to receive guidance on how a service animal will impact the incoming Service Member’s housing assignment.
45
SOFA Driver’s License
To obtain a SOFA driver’s license, applicants must 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., except for Wed. at the Base Safety
Installation Office, Camp Foster, Bldg. 5831 at 0800 and 1000.
The SOFA driving exam will also be administered at 2:15 PM during Newcomers’
Orientation.
In addition, the SOFA licensing exam is a challenging examination. It is strongly
recommended 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.
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.
Overseas Suitability Screening for newly acquired dependent.
Request for an Area Clearance/DEA.
Copy of Orders.
Area Clearance (for dependents).
Valid stateside driver’s license and military ID.
44
Filing TLA Claims - USN Personnel
Service Members who get married while in transition should ensure they have the following documents on hand upon check-in:
Marriage certificate.
Birth certificate, of newly acquired dependent.
Divorce certificate from previous marriage (if applicable). It is important to advise the Service Member not bring the newly acquired dependent until the following have been completed:
Tour conversion package.
Getting Married While in Transit
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.
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.
13
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 are required to begin the OSS process. USN personnel must complete the process within 30 days of receipt of orders; family members must complete the 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: [email protected] 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 an I&I Duty or Recruiting Station, 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.
14
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-month accompanied 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 PLA address). 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.
43
Filing TLA Claims - USMC Personnel
Service Members are encouraged to submit their TLA claims within 3 business days after each 10-day entitlement period. Provided 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. Provided below is a map with directions to the Regional Housing Office:
42
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 or CMC.
Itemized receipts for TLF such as stateside receipts for TLE and on-island receipts 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 personnel email on the copy of the orders to be included in the correspondence as well.
The TLA Datasheet Process for USMC Personnel
All inbound accompanied Marines must visit the Camp Foster Regional Housing Office (RHO) within 5 days of arrival to obtain a TLA Datasheet and a Certification for on or off-base housing, in 10-day increments.
15
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: [email protected] ***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).
16
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. The dependent’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 an approval message is sent/received.
41
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, within 5 days of arriving to the island or sooner. As a sponsor, you are encouraged to set up an in-processing appointment
with IPAC Inbound for the incoming Service Member. 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 any applicable documentation upon
check-in:
PCS orders with reporting endorsement.
All receipts to include Temporary Lodging Entitlement (TLE) and/or Temporary Lodging Allowance (TLA).
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.
40
Commissary Run
Please ensure your incoming Service Member is taken care of upon arrival. Before going to the airport, it is recommended that you purchase some items and place them in the member’s room before picking him/her up from the airport. If time is limited, you can also stop by the Shoppette before heading to the Billeting/lodging facility and have the newcomer buy some items to get through the night. 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 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.
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.
Check with your command in regards to reimbursement for mileage, tolls and parking. Per MCO 1320.11G and IIIMEF/MCIPACO 1754.1A, reimbursement is subject to command approval and availability of funds. You can use the following to pick up your incoming Service Member or family:
Use your Privately Owned Vehicle (POV).
Use a Government Owned Vehicle (must have authorization from the command to carry family members).
Joint Reception Center Bus will pick up E-5 and below unaccompanied.
MCCS Transportation (fees may apply): DSN: 645-7516 Email: [email protected]. (Reservations need to be made 72 hours prior to pick-up).
17
No-Fee Passports
Military Housing
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 passport before departing to Okinawa. Family members traveling on PCS orders with their Service Member need to obtain a No-Fee Passport, also known as a Military Dependent’s Official Passport, in addition to a regular tourist passport. For additional information regarding Japan’s entry/exit requirements, please visit the “International Travel” tab on the Travel.State.Gov website.
The Air Force Housing Management Office (HMO) manages military family housing for all Service Members assigned to Okinawa. When the Service Member arrives on Okinawa, he/she must report to the respective Housing Office within 2 working days of arrival. Failure to repor t will result in the loss of Temporary Lodging Allowance (IIIMEF/MCIPAC-MCBBO 7220.1A). This visit is necessary to verify the incoming member’s eligibility for TLA, and receive counseling and guidance before entering into any written lease or rental/sales contract for housing. Effective 1 Aug 2009, 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. All unaccompanied Service Members are provided quarters or billeting assignments by their respective branch of service unless Billeting reaches a 95% occupancy rate.
ON-BASE CONSTRUCTION: The Department of Defense is making significant investments into military housing on Okinawa, which include home improvements, such as heating and air conditioning, kitchen and bathroom renovations, and window renovations. The construction project is currently underway and is expected to be completed during FY 2023. Please note that on-base housing inventory may be limited and families may be required to reside in off-base housing.
18
The Housing Application
OFF-BASE HOUSING SHORTAGES: Additionally, there are off-base housing shortages, particularly in “American” style housing which probably will be in effect for an undetermined timeframe. Families required to move off-base may find the selection of off-base housing they feel to be “suitable” to be limited, especially during the peak relocation season. Due to these factors, Service Members and their families may experience longer stays in temporary lodging and be required to aggressively look for housing upon arrival.
Eligible personnel (personnel on a 36-month accompanied tour) may submit a Housing Application (Form DD 1746) along with a copy of Orders, and the Sex Offender Disclosure and Acknowledgement form to the Kadena Housing Office to facilitate the check-in process. The incoming Service Member can obtain a copy of the forms through the Kadena Housing website: http://www.housing.af.mil/Units/Okinawa. The forms can be emailed directly through the website or via email to: [email protected]. The email should be addressed to the attention of “Customer Service.” The Area Clearance/DEA will be required upon check-in before a housing offer can be made. Service Members with pets will also need to submit a Pet Registration form. Housing offers will NOT take place until the Service Member arrives on island with his/her family, checks in with the housing office and attends an in-processing brief. It is recommended for you as the sponsor to contact the Kadena Housing Office to schedule an appointment for the in-processing brief for the inbound Service Member to expedite the check-in process. 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. Currently, there are two housing offices. The main housing office resides on Kadena Air Base and the satellite office resides on Camps Kinser. 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). If you are sponsoring a Service Member assigned to MCAS Futenma, Camp Kinser or the Naha Port, you should proceed to the Camp Kinser Satellite Housing Office with your incoming Service Member to check-in to housing. All others should contact the Kadena Housing Office to set up an appointment for the in-processing brief:
39
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
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 will host the Service Member for 5-10 days for in-processing and training. If you are sponsoring a Service Member that will be attending JRC, please let him/her know that a JRC bus will pick him/her up from the airport and take him/her to Camp Foster for in-processing.
38
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 to attend NOWA within 2 weeks of arrival. Sailors attached to a CFAO command are welcome to attend Newcomers’ Orientation when CFAO Indoc is not available. Effective 01 October 2019, NOWA is offered every Wednesday from 7:15 AM until 2:00 PM and is held at the Camp Foster Community Center, Building 5908. The SOFA driving exam will also be administered at 2:15 PM after Newcomers’
Orientation.
To register your incoming Service Member or family please call one of the Marine & Family Programs-Resources centers or register them online at: www.mccsokinawa.com/relocation. Free childcare is available for this event and is provided on a space available basis. If a parent would like to take advantage of this service, please escort the parent to Resource and Referral, Camp Foster, Bldg. 495, no later than 1200 on the Tuesday before the scheduled NOWA to register. Shuttle service is also available from the Westpac Lodge. Please request transportation at the time of the NOWA registration.
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 provides you with the resources you 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 or via email at: [email protected].
19
Mandatory Bachelor Quarters Policy
Kadena Housing Office Bldg. 217 DSN: 315-634-0582/0583 opt. 7 In-processing briefs are held Mon., Tue., Thurs., and Fri. at 0830.
Kinser Satellite Office Bldg. 107, Room 234 DSN: 315-637-3736 In-processing briefs are held Mon., Tue., Thurs. and Fri. at 0830.
Provided below is a flowchart of the housing process for your reference:
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.
20
In addition, the above mentioned policy states 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. 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 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.
37
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.
Establishing a Post Office Box
In addition to set-up lodging reservations, you are able to set up a P.O. Box for the incoming Service Member 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 at-tached 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. 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.
36
The Loan Locker - Temporary Kitchen Items
Important Documents to Hand Carry
The Marine & Family Programs-Resources 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:
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. To loan out items, the Service Member or family member will need a copy
of their orders.
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:
21
Dual Active Duty Service Members and Housing
The average off-base housing rental costs are: 1BR $1500 2BR $1800 3BR $2500 4BR $3000
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
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. These policies can vary depending on the branch of service, but the following are the most common issues:
If both Service Members arrive with unaccompanied orders, the Service Members must request approval through their chain of command to establish a joint household off-base.
When both Service Members arrive separately, if the first member arrives without dependents, he/she must stay at the BOQ/BEQ and report to the Kadena Housing Office to receive information about the housing process. Service Members do not rate TLA unless they arrive with their dependents.
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 like flying AMC vs. Commercial.
Tips about shipping household goods and storing vehicles.
Pay and travel entitlements. 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. The two major financial institutions on Okinawa are Navy Federal Credit Union and Community Bank; each with a total of six branches.
22
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
Pets and Government Housing
According to AFI 32-6001_AFGM2017-02 and IIIMEF/MCIPACO 10570.1, certain dog breeds are prohibited in all Military Family Housing (MFH).
Encourage the Service Member to have some 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.
35
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).
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: [email protected].
34
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.
Government Furniture
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.
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.
23
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.
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: [email protected].
24
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
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.
Laundry baskets, small ironing board, and iron.
Microwave.
Clothing to include rain gear and summer clothes. Okinawa is extremely hot and humid in the summer time. Pack a combination of clothing to include a warm jacket as weather varies dramatically.
Children’s items such as toys.
Small rugs and a few carpets as tile over concrete is the standard floor on Okinawa.
Any other essential items needed within the first 30-60 days. The following is a list of suggestions you can provide to your incoming member 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.
32
Shipping Household Goods
Incoming personnel are encouraged to beginning 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 reduce friction and 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
Camp Foster Bldg. 495 315-645-0922
Camp Courtney Bldg. 4311 315-622-7561/5801
Camp Hansen Bldg. 2137 315-623-4679/7029
When providing suggestions, please keep in mind that the housing and
billeting units on Okinawa are smaller than those in the states. There is no
government storage facility on Okinawa, and the private self-storage
facilities are limited.
The following is a list of suggestions you can provide to your incoming
member for his/her express shipment:
42” TV or smaller, DVD /Blue 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).
Bedding (double & twin size sheets, blankets, pillows and pillow casings).
Linens, enough to make it through the week to avoid frequent trips to the laundry.
Set of dishes (enough for the entire family to use).
Pots and pans, and cooking utensils.
Mixing bowls and strainers.
Measuring cups and measuring spoons.
Blender, coffee machine and toaster.
25
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. 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.
26
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.
When flying on 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 infor-mation:
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.
31
Household Goods Weight Entitlements
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. USN members cannot use their GTCC while executing PCS travel. Ensure the incoming USN member retains all receipts and has other forms of payment on hand.
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 like the U.S. Naval Hospital, Okinawa or CFAO.
Neither the Distribution Management Office (DMO) nor the carriers are responsible for staying within this allowance. If a Service Member exceeds his/her allowance, the Service Member must pay all charges connected with the excess weight. For any exceptions regarding this policy, contact the DMO Office (numbers are located on the next section). For more information pertaining to JTR allowances, please ask Service Members to visit: http://www.defensetravel.dod.mil/.
30
Temporary Lodging Allowance (TLA)
TLA is an earned allowance provided 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 of Non-Availability (CNA) is obtained stating that the facility closest to the member’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 a
CNA from the on-base TLF, then the member's lodging reimbursement under TLA will be limited.
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 unaccompanied personnel. TLA is approved for a maximum of 30 days and is reimbursed in 10-day increments. 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. USMC 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.
27
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: [email protected] 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. 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. 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: [email protected] Website: http://www.kadenafss.com/family/karing-kennels/
28
Temporary Lodging Reservations
You will also be responsible for making TLF reservations for arriving accompanied personnel and their family members. In the event on-base lodging facilities are not available for the expected arrival date, you will need to obtain a Certificate of Non-Availability (CNA) to book temporary lodging reservations off-base. Please make sure that reservations are secured 30 days prior to the family’s arrival. Copies of the Service Member’s Orders and Area Clearance/DEA are required upon check-in. TLF SHORTAGES DURING PEAK SEASON: During the peak relocation season, TLF at the government rates (on and off-base) is in short supply. During the past two relocation seasons (May to September) there have been periods when no temporary lodging was available at the established government rates for inbound and outbound families. We anticipate a TLF shortage during this PCS season as well, therefore, we strongly recommend getting TLA reservations made as early as possible. With the exception of Service Animals, there are NO PETS (Dogs & Cats) ALLOWED in any of the Mar ine Corps temporary military lodging facilities, so you may be required to make kenneling arrangements for the incoming member’s pets. The Shogun Inn located on Kadena Air Base provides pet-friendly rooms for incoming families. Please note: a Certificate of Non-Availability (CNA) will not be provided due to pets. Temporary Lodging Facilities (On-Base):
Westpac Inn & Lodge, Camp Foster DSN: 315-645-2455 Com: 011-81-98-970-2455 Email: [email protected] Website: https://www.mccsokinawa.com/westpac_lodge/
Camp Courtney Lodge DSN: 315-622-9578 Com: 011-81-98-954-9578 Email: [email protected] Website: https://www.mccsokinawa.com/courtney_lodge/
Camp Hansen Lodge DSN: 315-623-4511 DSN: 011-81-98-969-4511 Email: [email protected] Website: https://www.mccsokinawa.com/hansen_lodge/
29
Off-base Lodging Facilities
Futenma Cul de Sac Inn DSN: 315-636-2112 Com: 011-81-98-970-5555 (wait for the dial tone, then dial the 7-digit number) Website: https://www.mccsokinawa.com/cul_de_sac_inn/#tab1 Please note: this facility does not accept children.
Shogun Inn, Kadena Air Base
DSN: 315-632-1100 Com: 011-81-98-962-1100 Website: http://www.kadenafss.com/travel/shogun-inn/ Email: [email protected]
The family lodging facilities give priority consideration to those individuals in a
PCS status traveling with their families. Other categories will be accommodated on
an availability basis. Please have the member bring a copy of his/her orders,
government issued ID card and a method of payment upon check-in.
When making reservations for the inbound member off-base please ensure that you obtain a Certificate of Non-Availability (CNA) and that the member's TLA will cover or almost cover the hotel expenses. When in doubt, please have the inbound member verify the maximum amount he/she will get for TLA. The average cost for off-base lodging during the high season is approximately $100.00 per night. When making reservations off-base, don’t forget to ask about hotel pet policies and cancellation policies when making reservations; some off-base lodging facilities may charge a cancellation fee. A list of off-base facilities is available through the following web link: https://www.mccsokinawa.com/lodginglinks/?withurl=1