DEFENSE LOGISTICS AGENCY AMERICA S COMBAT LOGISTICS SUPPORT AGENCY Official Passport Control Trena Philo 28 March 2014 WARFIGHTER SUPPORT ENHANCEMENT STEWARDSHIP EXCELLENCE WORKFORCE DEVELOPMENT
Guidance DoD 1000.21-R, Passport and Passport Agent Services Regulation, dtd. April 1997, Chapter 4, Para. C4.2 Guidance is being reviewed and updated. Changes will be provided. Letter from United States Department of State in Official Passport Training Manual 1
Government Property The Official No-Fee Passport is Government Property Remains at all times the property of the U.S. Government (22 CFR 51.7(a)) Official passports are valid as long as the bearer or bearer s sponsor maintains the status which continues entitlement to the official passport Official passport shall be surrendered to an authorized representative of the U.S. Government upon demand Each U.S. government agency has the important responsibility to collect and return to the Special Issuance Agency all Official and Diplomatic passports issued to employees and their dependents upon separation from the agency. There have been instances of abuse by persons using passports to which they are no longer entitled. This matter is extremely serious and the cooperation of each agency is needed to eliminate such misuse. Authorized representatives of the U.S. Government are authorized to confiscate official passports upon notice of stop movement actions 2
Government Property Personnel shall return their official passports to their agency s Official Passport Agent Official passports shall not be altered, mutilated, or changed in any manner Subject to criminal penalties (18 U.S.C. 1543) 3
Safeguarding Official Passports Commanders / Directors shall ensure official passports issued to persons within their command are kept current and safeguarded as follows: Overseas duty requiring passports shall be checked periodically to ensure passports are in order (valid, correct). Applications for renewal shall be submitted when passports have not more than 12 months and not less than 7 months validity remaining Personnel must not be within 6 months of their date of eligibility to return from overseas When DoD personnel and their family members complete abroad tour and return to the U.S., passports shall be turned into the gaining installation or activity for safekeeping. The appropriate office handling travel arrangements shall establish procedures to ensure that personnel returning from overseas areas are counseled concerning this obligation. Installations and/or activities are authorized to retain passports for future official travel. Personnel being separated and/or discharged from the overseas command and immediately returning to the U.S. are authorized to retain their passports for future proof of citizenship. DoD personnel and family members must be counseled that an official passport may not be used for personal travel. 4
Safeguarding Official Passports If travel is canceled, the installation and/or activity shall safeguard the official passport until the individual departs on PCS and/or TDY or until the passport expires. Expired official passports must be canceled by the Official Passport Agent. When not in use, passports shall be safeguarded by installations and/or activities in a secure manner, as deemed appropriate by the Commander / Director As a minimum, official passports must be secured in a locked office when not in use by or under the supervision of an authorized person. (Note: Recommended at Official Passport Agent Training to use a secured container, preferred combination file or safe. Also recommended having a tracking spreadsheet with name, passport #, issuance and expiration dates, a remarks column for action taken notes.) Official passports must be handled and stored under conditions adequate to prevent unauthorized persons from gaining access. 5
Disposition Cancellation of Travel Notify Official Passport Agent if the passport has not been received, cancel application; notify the appropriate OPR by message or telefax of cancellation If the official passport has been issued before the cancellation of travel, the passport agent is responsible for maintaining the passport in a secure manner until needed. Review for correctness and file. Lost or Stolen Official Passports Domestic locations: Complete DS-64, Statement Regarding a Lost or Stolen Passport at URL http://www.travel.state.gov/passport/forms/ds64/ds64_845.html Overseas locations: Contact the servicing passport center or direct inquiries to the nearest U.S. Embassy or Consulate. 6
Surrender and Cancellation When a new official passport is issued, the previous official passport must be surrendered and canceled. NOTE: If the passport would like to be kept as a memento, the Official Passport Agent may cancel the official passport and indicate to the State Department that the passport was cancelled and returned to the member. (Official passports only) NOTE: If applying for a new official passport, the expired (or soon to be expired official passport) must be returned to the State Department. If the passport would like to be kept as a memento, the Official Passport Agent may attach a letter to the State Department requesting the cancelled passport be returned to the applicant. If a bearer refuses to surrender the official passport upon the completion of official assignment, notify the Official Passport Agent. The Official Passport Agent will contact the State Department. The State Department will notify the bearer in writing. If the official passport is not returned, the Department of Homeland Security will be notified to add to the Department of Homeland Security s Treasury Enforcement Communication System database to enable recovery of the passport. 7
Official Passport Agents Primary: Trena Philo, 269-961-7385 Alternate: Tiffany Schmidt, 269-961-4124 8
DEFENSE LOGISTICS AGENCY AMERICA S COMBAT LOGISTICS SUPPORT AGENCY WARFIGHTER SUPPORT ENHANCEMENT STEWARDSHIP EXCELLENCE WORKFORCE DEVELOPMENT