Process to UK
Guidance and actions to be taken for departure from the USA
This guidance has been produced for those personnel who are returning to the UK on assignment. For those personnel who are administered by the USA Sp Gp, on receipt of an Assignment Order you are requested to contact us to facilitate your movement from the USA and carry out the actions in the following checklist and read the notes thereafter. All other personnel should contact their local Admin Team.
Receipt of Assignment Order
SP located in NORFOLK, DAMNECK, EGLIN, EDWARDS, CREECH, POWAY should pass their AO’s on to their respective local HR units.
All should read through the following guidance and to undertake the following actions:
Individuals can go on leave at the end of their tour (maximum of 30 days) but will need to provide their own health and travel insurance.
The USA Helpdesk system relies up on rules to allocate emails to the right area; it is therefore vital that you follow the correct naming convention.
Please ensure you include ‘BEET‘ at the start of the subject matter line. This is the most essential element, failure to do so will lead to a slower response.
This should be followed by either ‘DC’ or ‘NONDC’, your issue and finally the name of the principle visa holder.
Examples: BEET – NONDC- Departure notification – Location – Departure Date – John Smith.
Please be aware that as per the BDSUS Accommodation Policy there is no automatic entitlement to six nights in a hotel on departure as noted in the JSP. This is the maximum claimable which must be linked to business need and must be authorised by the BEET. There is an expectation that all personnel minimise the use of temporary accommodation (hotels) during the departure process where possible.
Contact BEET or the Norfolk Accommodation Team via email to discuss the furniture pack arrangements. You should contact the relevant team as early as possible to arrange the collection of your furniture pack, advising your preferred date of collection (not a weekend). Please note that, during the busy summer months, the first date requested may not be available. If you have lost or damaged MOD owned or rented furnishings you may be charged for the items, if you fail to report the loss or damage to BEET prior to your departure from the USA charges will be raised when the loss or damage is identified which could be several months after your departure.
Dental – You may also continue to receive dental treatment at a military facility up until the date of your tourex. If you have accompanying dependants, they are not entitled to receive routine dental treatment with civilian providers at MOD expense during the last four months of your tour; however, emergency treatment will be covered if necessary and should be coordinated with the Healthcare Department at the Embassy. However, please be aware that if you begin a course of dental treatment that you will not have time to complete before leaving the US, there is no guarantee that the NHS will agree to fund the remainder of the treatment in the UK. This is especially important for children’s dental treatment is concerned.
Transit of Unaccompanied Baggage (UB)
Movement of Personal Effects – 2 Consignments. JSP 752 para 12.0419b(1), as below, allows specific personnel to utilise two consignments, within their overall allowance, to be moved to/from the USA. The consignments can be delivered on separate dates, however upon arrival of the consignment in the UK a delivery location would need to be made available as the MOD would not cover any storage costs.
JSP 752 – Movement of PE – 12.0419. Movement Arrangements.
b. The Removal Service Overseas (RSO).RSO offers a lower entitlement of PE than under FMS but compensates by allowing certain eligible SP storage in the UK. The RSO is available for all married accompanied personnel, those in civil partnerships, PStat Cat 2 personnel and SP occupying overseas SFA by virtue of their appointment when moving to, from or between non-FMS countries. RSO is mandatory for all SP air-freighting to or from the USA and when air-freighting to Australia.
1. Only one consignment may be moved under the RSO, and any balance of consignment shipped later must be moved via the Self-Pack Service within the overall entitlement. The exceptions to this rule are that up to 2 RSO consignments may be moved to/from the USA, and to Australia, within overall entitlement.
|Application Process for Customs Clearance to the UK|
The Transfer of Residence (TOR) application process is new as of 1 Apr 17. It replaces the C3 Customs form that was used previously for Customs clearance of shipments to the UK. Please see details further below concerning this process.
Removing PEs from Storage (if applicable)
The entitlement to storage at public expense ceases 28 days after the official date on which the SP returns to the UK upon completion of the overseas tour.
Apply for SFA (if applicable)
If you do not have access to MODnet, you will be required to complete a manual MOD Form 1132;
Once completed, please print, sign and send in to your HR Specialist either through the mail, via scan or fax. Once received these forms will be stamped and sign prior to onward transmission to Occupancy Services in the UK, who will then contact you directly regarding your application.
Your pay statement address will default to your new unit address on posting. You should seek advice from your HR Specialist if you have any concerns.
Disturbance expense is paid along with your salary, in the month following the application. Applications can be applied on JPA 45 days prior to tourex. If you do not have JPA access, personnel should submit a JPA F018 (Disturbance Expense) either electronically or manually to your HR Specialist.
|Hand in ID Cards|
You should arrange to hand in official passes, etc, to the issuing office prior to your departure. These include all US Government building passes, US Military ID card and British Embassy pass if you have one. Please ensure that you destroy all Medical and Dental ID Cards. Official passes should not be taken out of the USA.
|Good Conduct Certificate|
Personnel who will be undertaking employment in the UK which would require a Disclosure and Barring Service (DBS) check, should contact their local FBI/Police Department to obtain a Good Conduct Certificate. This is at personal cost to the individual requesting the certificate.
|Electronic Purchasing Card (ePC)|
If you hold an Electronic Purchasing Card (ePC), the card and your completed transaction log should be handed to the Embassy ePC Manager. The ePC is not to be used for departure costs under any circumstances, as these costs may be covered with an advance, through JPA if required.
All overseas allowances will cease from the actual date of departure from country or completion of your HO/TO over in the US whichever the soonest.
|Advance of Pay (if required)|
You are entitled to request up to four months Advance of Pay, IAW JSP 754 Chapter 7 Sect 5. Please contact HR Specialist for more information, especially concerning implications on tax for advances more than £10,000 (JSP 754 para 07.0505 refers).
|Advance of Subsistence|
Personnel who wish to apply for an advance of subsistence (hotels and food) should submit this on JPA or submit JPA F016 to their HR Specialists. Personnel are reminded of the need to clear this advance, by submitting a claim within 30 days at the end date of their advance request.
|Travel Back to the UK|
Please refer to ‘Travel back to UK’ which is contained further within this guidance.
|Clearing of Advances through CPC|
All outstanding advances should be cleared prior to departure from the US. Where individuals have an outstanding House Deposit you should attach a post-dated cheque to the BDS Form 109 and send it to your HR Specialist, six weeks prior to the lease end date. All cheques should be made payable to UK MOD SUB ACCOUNT BDS-US HMG 16359702.
|Complete BDSUS Form 109 (Notification to Cease Payment of Allowances on Departure and Notify BFPO of Forwarding Address)|
Complete form 109 and send, along with cheques to your HR Unit (Creech, Edwards, Norfolk/Tidewater or Embassy) who will then forward to the BEET. Please ensure that this process is completed at least 60 days from departure.
|National Insurance Form (if applicable)|
If applicable, spouse to complete National Insurance Form and send to HR Specialist.
|Complete BDSUS F700D|
After reading ‘Travel back to the UK’ further below complete F700D and return to your HR Specialist.
Ensure that if required, your Appraisal has been raised and completed before leaving the US.
Travel back to the UK
Departures from the USA are authorised a maximum of 14 days following the arrival of successor. It is imperative that all departure actions are completed within this time frame including house cleaning, removal of PEs and a HO/TO.
After 14 days:
- US allowances cease.
- CAC Card expires (regardless of date on card) therefore no entitlement to medical treatment.
- Visa status expires (regardless of date on visa).
- No entitlement to accommodation.
Individuals can go on leave at the end of their tour (maximum of 30 days) but will need to provide own insurance/accommodation.
Rental Car on Departure
If you require a rental car on departure, one will be provided for up to seven days for SP (spouses are not entitled to drive the vehicle unless additional insurance is purchased at the cost to SP). This rental car should be used for transport to your airport of departure, (there could be a case where individuals get a hire car for six days in their local area and then a separate car for use to the airport for departure. The MOD covers insurance costs for the vehicle; therefore, there is no entitlement to a refund of any insurance cover you may take out. Any re-imbursement for charges relating to drop off costs at a different location needs prior approval from SO2 J1. To book a rental car please complete BDS Form 700D.
Hotel Accommodation on Departure
You should engage the BEET to notify of your departure at least two months prior to your TOUREX date. The BEET may endeavour to reach out to you, where they are able, but the onus is on departing personnel to contact the BEET due to frequent amendments to dates. The BEET will endeavour to minimise the use of hotel accommodation during the departure process which is authorised based on business need (e.g. furniture pick-up).
To avoid confusion, there is no automatic entitlement to six nights in a hotel on departure. This is the maximum claimable which must be linked to business need and all hotel stays must be pre-authorised by the BEET. There is an expectation that all personnel minimise the use of temporary accommodation (hotels) during the departure process where possible.
Hotel accommodation must be at your place of duty and cannot commence until after your MOD provided furniture has been removed. In addition, there is an entitlement to a one night stay in the Washington D.C. area, for staff posted outside the Washington D.C. area that are required to attend the Embassy by the appropriate Staff Office or Line Manager.
All hotel bookings must be made through the Defence Hotel Reservation Service (DHRS)/HRG. If you are having any HRG issues, please contact a member of the HR team.
Personnel booking family accommodation are able to send an e-mail to [email protected] with their requests, detailing the following;
Date of stay
Hotel preference if they have one or post code or location of where they would like to be
How many people room is required for (if a family room we would need to know how many the room is for and the ages of the children and if a cot required)
Daily Subsistence (DS)
The SP and their family can claim up to the daily subsistence rates for the USA during their time in the hotel. Guidelines for DS meals – DS enables an individual to be reimbursed for actual, receipted costs for subsistence expenditure whilst on duty away from home, i.e. the costs of eating and drinking incurred, up to the DS capped limit. Should an individual choose, out of personal preference, to spend more than the DS limit, then they are required to fund personally this additional expenditure themselves. Meals should be interpreted as prepared food, which is defined as food made by a manufacturer, restaurant or food outlet, to be ready for consumption at the point of sale or temporary duty location (thus replacing what would be provided by the Service mess facility); exceptionally, microwavable meals are included in this definition. As an example, a packet of crisps or a chocolate bar does not constitute a meal. DS no longer includes an alcoholic beverage.
SP and their family staying in MOD owned temporary accommodation prior to their departure, are not entitled to claim DS.
Officially Provided Air Travel from the USA
You are expected to travel from your location to the UK using the most direct recognised flight route. If you choose to fly/travel other than the recognise flight route you will need to apply for a Privately Arrange Passage. Please speak to your HR Specialist to get more information. Service personnel in the Washington D.C. and Virginia area are expected to fly via the Washington Dulles Virgin flight. It is normal to travel direct from location to UK not staging through Washington D.C. if there is no requirement for individuals to attend the Embassy prior to leaving the USA. It should be noted though that value for money considerations may still dictate a route through Washington D.C. linking up with the Part-Charter/Trooper if that is the most cost-effective route.
It is normal that baggage for the Virgin Trooper will be two 23kg bags. Outside of the Trooper (Washington D.C.) all trans-Atlantic flights only allow for one bag at 23kg so passengers must pay for the additional bag and reclaim.
Each airline has its own policy for women travelling whilst pregnant. Individuals should highlight their pregnancy when filling in BDS F700D. As guidance please see details from Virgin Atlantic flights: If you’re expecting a baby and want to travel between your 28th and 36th weeks, you will need your doctor to fill out a Pregnancy Information Form. After your 36th week, you must not fly unless there are mitigating circumstances.
If unsure as to whether you may fly, please contact a member of the Healthcare Team at the earliest possible time.
Pets do not have an entitlement to travel at public expense. You should make your own private arrangements by commercial carrier. Further information on sending your pets to the UK is available from: http://www.defra.gov.uk/wildlife-pets/pets/travel/pets/
Air Transfers to Destinations in the UK
It may be more cost effective to arrange onward-movement in the UK by air. This is not an entitlement and is based purely upon cost savings. If you feel that your journey would be more cost effective by air, you should submit an application including costing, in writing to your HR Administrator for consideration.
On Arrival in the UK
Please note that due to driver’s hours, individuals cannot have a hire car immediately on arrival at Heathrow. You will need to contact your new unit to arrange Service transport or have them provide written confirmation that there is no transport available. If there is no transport available, you have the following options:
- Rail travel: You book rail travel at standard class and claim back at your new unit.
- Car and driver service: Book through the travel cell on a BDS Form 700D.
- Hotel accommodation: Used as a last resort if no Service transport or Service accommodation available: Book this yourself through the HRG website.
SP permanently assigned to a UK duty station where public accommodation has been allocated, but for administrative reasons is temporarily unavailable for occupation for up to 28 days, are entitled to claim subsistence for a period of up to three nights for themselves and their immediate accompanying family, or up to four nights when a Sunday or Public Holiday is included. This is to be booked through the HRG website.
If public accommodation is still not available within this timescale, individuals should approach their new unit for assistance. No subsistence will be paid for those going on leave or moving into private accommodation.
Claiming on JPA
All claims for hotel, rental car, fuel and DS should be put onto JPA using your losing units UIN once back in the UK. Please keep receipts and this departure pack as evidence if you get audited. If you require an advance of T&S to offset these costs, please discuss this further with your HR Specialist if required.
Revised application process for customs clearance to the UK
Changes have been made recently by HRMC that will affect those returning to the UK with their personnel effects. The BDSUS Support Group are following up with the relevant policy branches in the UK as to why no advance notification was received. Any inconvenience caused by this absence is regretted. Nevertheless, Agility have confirmed the following amendments to the application process which apply to all personnel military and civilian:
The Transfer of Residence (TOR) application process is new as of 1 April 2017. It replaces the C3 Customs form that was used previously for Customs clearance of shipments to the UK.
Please find below an excerpt from UK Government’s website regarding TOR application:
Apply for ToR if you want to transfer your normal place of residence from outside the EU to the UK.
You should also use the form to declare if you want to:
- Import any vehicles to the UK for you or your family to use
- Bring any pets to the UK
The ToR01 has replaced the following forms:
- Import and Export: bringing personal belongings to UK from outside the European Community (C3)
- Import and Export: bringing your pet to the UK from outside the EC (C5)
- Import and export: import of private motor vehicle from outside the EC (C104A)
- Import and export: import of private vessel from outside the EC (C104A Vessels)
Give as much information as you can in your application.
Fill in the form on-screen, print if off and post it to HM Revenue and Customs before you start to move any personal property to the UK. The form can be emailed to: [email protected]
You will need to fill in the form fully before you can print it. You cannot save a partly completed form.
Agility have confirmed that the process is somewhat time consuming and that there is a backlog at HMRC for processing applications. They advise all SP to complete and submit their forms at the earliest opportunity to allow the maximum amount of time for processing. HMRC have advised that it could take up to four weeks to process. The TOR approval then allows Agility to issue the unique reference number (without the ref number Agility cannot load any shipments).
- Save a copy of the original inventory of your effects that you came out to the USA with.
- Keep a scan of every receipt of items you intend to import to the UK on completion of your assignment for personal use (BBQs, iPADs, furniture etc.). This is an individual call but if the value exceeds the Duty Free Allowance threshold and over six months old you should declare it for ToR relief.
- Apply for ToR as soon as you receive your AO/Posting Notice/Confirmation of your tourex date.
- The App ‘PDF Squeezer’ is useful to reduce the file size of the required scanned receipts etc.
- You will require a UK address that you will be returning to -without an address the form cannot be completed. If an address is not known then SP can use the address of their new unit rather than further delay submitting the application (you can state in the free text that you are awaiting allocation of accommodation).
Where weight restrictions are mentioned with regard to shipment of PE these only apply to safes/vaults.
The only size restrictions with regards to particular items on contract are a maximum of 1.50cbm net for kayaks and canoes and a restriction on items that cannot fit into a two-man lift.
Weight versus volume entitlement – The entire moving industry in the US bases everything on weight including their surveys. Agility instructs all of their agents to survey based on volume. Agility will typically take the survey results received from the agents and cross-reference them against a shipper’s (SP) inbound inventory and will also review the recent survey to make any necessary corrections with respect to volume. Agility require all agents who do not measure on-site to bring crates that correspond to the shipper’s maximum volume entitlement to residence for loading on-site. Once those crates are filled they will know that the SP has reached their maximum.
If anyone has any further concerns/queries please email Sothyvirerk Sin at Agility: [email protected]
Visit the website here.