2.02a_Attachment_AMC_TRAVEL_PROCEDURES.pdf

AMC RESERVATIONS FOR CONTRACTOR TRAVEL

Steps for arranging OFFICIAL travel for Contractors

Step 1: Contract agency must appoint a travel coordinator (POC) using procedures from Section 2 of the guide. NAVPTO will only accept reservations from an appointed travel coordinator (POC).

Request for appointment as POC are to be sent to kathleen.j.ordway.civ@us.navy.mil. Once the POC has been confirmed, they may reserve AMC flights.

Step 2: Once a travel date is identified, travel POC will fill out reservation request form following procedures of Section 4 of the guide.

Step 3: Collect supporting documents. A Letter of Authorization (on government letterhead, and signed by the Contracting Officer administering the travelers contract) and the reservation request are required when making a reservation. An approved 5512/1 for the period of travel may be required if this is the contractor’s initial entry to NSGB.

Step 4: Email request to kathleen.j.ordway.civ@us.navy.mil following the instructions in Section 5 of the guide. Email must be encrypted due to PII requirements. Notes:

*Requests must be sent at least 10 working days, but no more than 90 days prior to 1st travel date.

*No group requests. Only one request per email, required to establish order of precedence.

*Use the subject line: GTMO AMC TRAVEL REQUEST FOR: (travele r’s na m e).

Updated April 2020

The following is in accordance with Policy Memorandum 6-19 issued by SOUTHCOM requiring use of the Synchronized Pre-deployment and Operational Tracker (SPOT) https://spot.dmdc.mil for contractors within their AOR and provides a basic framework for implementation.

Based on CNRSE concurrence, the following procedures will be implemented and enforced on 01 Jan 2020 as recommended by NSGB:

1) Only valid SPOT Letter of Authorization (LOA), signed by the Contracting Officer (KO) or Contracting Officer’s Representative (COR), will be accepted by NAVPTO for AMC PE reservations when the performance period is greater than 30-days.

2) Memorandum-type LOAs will only be accepted when signed by the KO/COR and outlining a contract period of performance less than 30-days.

3) LOAs will not be accepted without a valid signature.

4) CLIN supporting the official travel must be included in the LOA notes.

5) Dates of travel must be included in the LOA notes.

6) No port booking by Air terminals unless presented with a SPOT LOA or valid

Memorandum LOA noting a period of performance less than 30-days.

7) While a T-account/CIC is preferred, KO’s can include in the notes that use of a company credit card is authorized.

8) Contracting officer will identify in LOA notes section all sponsored dependents eligible for official travel.

CONTRACT PERSONNEL

AMC REQUESTING

PROCEDURES

GTMO

12/11/2014

Procedures for requesting AMC flights for contract personnel and foreign nationals at Guantanamo Bay, Cuba, including supporting documentation

GTMO CONTRACT PERSONNEL AMC REQUESTING PROCEDURES Page i

CONTRACT PERSONNEL

AMC REQUESTING PROCEDURES

This is a guide on the proper procedures for requesting AMC transportation for contract personnel. All requests for funded travel will be sent to the transportation office. It is the responsibility of the requesting office to ensure correct and accurate information is submitted.

If there are errors with the request, the transportation office will return the request for correction without any explanation. It is the responsibility of the requestor to ensure that all documentation is complete and accurate.

If a traveler has booked their own AMC transportation, the transportation office will not modify or cancel it.

Excerpt for the contractor section of the Air Transportation Eligibility Manual, DoD 4515.13-R is pasted below.

C2.2.9. Contractors

C2.2.9.1. CETS personnel (contract field services personnel and field service representatives only) who are civilian employees of commercial concerns under contract to the Department of Defense, are stationed overseas, and whose travel from the CONUS, Alaska, or Hawaii to the overseas duty assignment was at DoD expense, when issued travel orders under conditions similar to the circumstances for which emergency leave could be granted a Military Service member (reference (d)).

Traveler-funded, space-required, round-trip travel aboard DoD aircraft is authorized from overseas areas to the CONUS, and between overseas areas. This does not include travel in the CONUS. Individuals traveling to or from an overseas location may travel on any

CONUS leg segment (i.e., on a flight with enroute stops) when no change of aircraft or mission number is involved. Transportation costs shall be reimbursed by the traveler at the non-U.S. Government tariff (AFR 76-28, reference (f)).

C2.2.9.2. CETS personnel (contract field services personnel and field service

GTMO CONTRACT PERSONNEL AMC REQUESTING PROCEDURES Page ii representatives only) who are civilian employees of commercial concerns under contract to the Department of Defense when engaged in official activities for the

Department of Defense requiring air travel or when air travel is essential to accomplish a DoD mission when the contract provides, or a responsible authority specifies, that transportation shall be furnished at DoD expense. Travel orders shall indicate the contract provisions that apply or the responsible authority that approved the travel, and shall include the DoD appropriation chargeable.

C2.2.9.3. CETS personnel (contract field services personnel and field service representatives only) who are civilian employees of commercial concerns under contract to the Department of Defense when engaged in official activities for the

Department of Defense requiring air travel or when air travel is essential to accomplish a DoD mission when the contract provides, or a responsible authority specifies, that transportation shall be furnished at the contractor's expense. Transportation is reimbursable at the non-U.S. Government tariff (reference (f)). Travel orders must contain a statement that commercial transportation is not available, readily obtainable, or satisfactorily capable of meeting the travel requirements, and that the non-U.S.

Government tariff applies. The travel orders must include the name and address of the contractor's Agency responsible

GTMO CONTRACT PERSONNEL AMC REQUESTING PROCEDURES Page iii

GTMO CONTRACTOR PERSONNEL

AMC REQUESTING PROCEDURES

Contents

1 RESPONSIBILITIES ......................................................................................................................... 1-1

1.1 Requesting POC..................................................................................................................... 1-1

1.1.1 Complete AMC FLIGHT RESERVATION REQUEST form .................................................... 1-1

1.1.2 Verify completeness and accuracy of Command Letter of Authorization ........................ 1-1

1.1.3 Email request to transportation office POC, protecting all PII ......................................... 1-1

1.1.4 Track all requests........................................................................................................... 1-1

1.2 Transportation Office ............................................................................................................ 1-1

1.2.1 Verification of all requests ............................................................................................. 1-1

1.2.2 Process and book AMC requests .................................................................................... 1-1

1.2.3 Email requesting POC .................................................................................................... 1-1

2 POC .............................................................................................................................................. 2-1

2.1 New Contact ......................................................................................................................... 2-1

2.1.1 POC ............................................................................................................................... 2-1

2.1.2 Supervisor ..................................................................................................................... 2-1

2.2 Saving Certificates ................................................................................................................. 2-1

2.2.1 Requesting and saving certificates ................................................................................. 2-1

2.2.2 Updating certificates ..................................................................................................... 2-1

3 COMMAND LETTERS ..................................................................................................................... 3-2

3.1 Letter of Authorization (LOA) ................................................................................................ 3-2

3.2 Letter of Introduction (LOI) ................................................................................................... 3-2

4 PREPARING REQUESTS .................................................................................................................. 4-1

4.1 Required Information ............................................................................................................ 4-1

4.1.1 Request Type ................................................................................................................. 4-1

4.1.2 Travel support POC ........................................................................................................ 4-1

GTMO CONTRACT PERSONNEL AMC REQUESTING PROCEDURES Page iv

4.1.3 Traveler Info .................................................................................................................. 4-1

4.1.4 Travel Info ..................................................................................................................... 4-2

4.2 Additional Information .......................................................................................................... 4-2

4.2.1 Optional ........................................................................................................................ 4-2

4.3 Encrypt the Request (optional) .............................................................................................. 4-3

5 EMAILING REQUESTS .................................................................................................................... 5-1

5.1 Subject Line........................................................................................................................... 5-1

5.1.1 Single TDY ..................................................................................................................... 5-1

5.1.2 Group TDY ..................................................................................................................... 5-1

5.2 Contents ............................................................................................................................... 5-1

5.3 Encryption............................................................................................................................. 5-1

5.3.1 To send requests via unencrypted email ........................................................................ 5-2

5.4 Timeliness ............................................................................................................................. 5-2

6 DOCUMENTATION ........................................................................................................................ 6-1

6.1 NAVPTO SUPPORTED AMC FLIGHT RESERVATION REQUEST Form ......................................... 6-2

6.2 Command Letter of Authorization ......................................................................................... 6-3

7 RECOMMENDATIONS ................................................................................................................... 7-1

7.1 Outlook Data File .................................................................................................................. 7-1

7.1.1 Subfolders in Outlook Data File ...................................................................................... 7-2

7.2 Categorize and Flag Request Emails ....................................................................................... 7-3

7.3 Transportation Office Document Folder ................................................................................ 7-3

GTMO CONTRACT PERSONNEL AMC REQUESTING PROCEDURES Page 1-1

1 RESPONSIBILITIES

1.1 Requesting POC

The following are the responsibilities of the requesting POC in regard to submitting AMC reservation requests to Pensacola NAVPTO

1.1.1 Complete AMC FLIGHT RESERVATION REQUEST form

Verify accuracy of all information

1.1.2 Verify completeness and accuracy of Command Letter of Authorization

Ensure all necessary information is included Ensure all necessary signatures are present

1.1.3 Email request to transportation office POC, protecting all PII

Ensure proper procedures are followed for emailing each request to NAVPTO

1.1.4 Track all requests

Email all requests to transportation office Give all AMC travel sheets to travelers

NOTE: See section 7 for recommendations for organizing requests

1.2 Transportation Office

The following are the responsibilities of the transportation office POC in regard to processing AMC reservation requests for contract personnel traveling to and from Guantanamo Bay, Cuba

1.2.1 Verification of all requests

Verify that all requests are sent via encrypted email or secure means Verify completeness and cohesiveness of request documentation Return any incomplete or incorrect requests to requesting POC

1.2.2 Process and book AMC requests

Once request documentation is verified, AMC flights will be booked in a timely manner, not to exceed 10 days for all flights available for booking

1.2.3 Email requesting POC

After flights are booked, NAVPTO POC will email travel sheets to requesting POC If flights are not available for booking, NAVPTO POC will email requesting POC with information about the status of each request

GTMO CONTRACT PERSONNEL AMC REQUESTING PROCEDURES Page 2-1

2 POC

The transportation office will only accept requests from people on the contact list in their possession.

Anytime there is a change with a POC or supervisor in the requesting command or company, NAVPTO must be informed.

2.1 New Contact

Send new POC and supervisor information to NAVPTO POC.

2.1.1 POC

Information to include for new requestor:

Command

Travel requestor name

Requestor Email address

Requestor DSN number

Supervisor name

Supervisor email address

Supervisor DSN number

2.1.2 Supervisor

Information to include for new supervisor:

Command

Name

Email address

DSN number

2.2 Saving Certificates

A current and valid recipient email certificate must be saved in order to send encrypted emails,

2.2.1 Requesting and saving certificates

The new POC will need to send an email to the transportation office POC and supervisor requesting a digitally signed email.

Upon receipt of requested email, follow these steps to save certificate

1. Right-click on name in email

2. Select “Add to Outlook Contacts”

3. Click “Save and Close”

4. Send a test encrypted email

2.2.2 Updating certificates

Whenever you get a new CAC card, you will get a new certificate.

1. Publish your new certificate

2. Send an email to the transportation office POC and supervisor letting them know that you have a new certificate so that they can update your certificate.

GTMO CONTRACT PERSONNEL AMC REQUESTING PROCEDURES Page 3-2

3 COMMAND LETTERS

For contractors to get AMC reservations, they must first have a Letter of Authorization from the command that is sponsoring their trip to and from Guantanamo Bay, Cuba.

3.1 Letter of Authorization (LOA)

For short trips to and from Guantanamo Bay, each contractor needs a command Letter of Authorization.

The Command LOA needs to be on command letterhead and contain the following:

a) Traveler name

b) Contract company

c) Contract number

d) Contract period

e) From and To AMC locations

f) Trip dates

g) Billing address

h) Point of contact information

i) Signature

The LOA can have a digital signature.

If the signature is ink, please include under the signature line:

o Name o Title o Command o Phone number

A command LOA template is included in section 6 of this SOP. The template can be modified to meet the information needs of the command.

3.2 Letter of Introduction (LOI)

When being transferred to or from Guantanamo Bay, each contractor can use either command LOA or a command Letter of Introduction. A command LOI will contain everything that is in the LOA except specific travel dates.

GTMO CONTRACT PERSONNEL AMC REQUESTING PROCEDURES Page 4-1

4 PREPARING REQUESTS

When preparing requests, ensure that all information is accurate. The information from this form will be copied exactly as it is, inaccurate information can cause delay or denial of boarding on the AMC flight.

Ensure that all fields on the reservation request form are filled in.

4.1 Required Information

4.1.1 Request Type

Select NEW, MODIFICATION, or CANCELLATION

For modifying a flight date:

If the flight date has NOT yet passed, choose MODIFICATION

If the flight date HAS passed, choose NEW

4.1.2 Travel support POC

The name of the person that is submitting the request and will receive the reservation confirmation

4.1.3 Traveler Info

Name—The name is to be printed exactly as it is on the traveler’s passport. Make sure that it is spelled correctly. Name is to be written Last, First Middle.

Grade—CTR.

Gender—Be sure that you mark the correct gender. Never assume that the NAVPTO processor will know that someone is male or female by the name.

Date of Birth—Use the correct date format. Date is to be written DD MMM YYYY.

Example: 10 JAN 1981 Do not use all numbers Passport Number—Double check to verify the passport number. NAVPTO personnel do not know what the actual passport number is and cannot make corrections if a number or letter is either missing or added.

Passport Expiration Date—Date format DD MMM YYYY

Example: 10 Jan 2020

Issuing country—self explanatory

Continued on next page

GTMO CONTRACT PERSONNEL AMC REQUESTING PROCEDURES Page 4-2

Citizenship—self explanatory

Primary Next of Kin—this will be the emergency point of contact for the AMC flight.

Verify that the name and number are accurate.

4.1.4 Travel Info

Departing GTMO

Date—use correct date format. Example: 10 OCT 2015

Destination—mark destination city/base

Arriving GTMO

Date—use correct date format. Example: 10 OCT 2015

Departure—mark departure city/base

4.2 Additional Information

4.2.1 Optional

If the traveler is part of a group that should be booked together as a group, you can use the additional information section to indicate the group and position

Example: Group Leader traveling with Jane Smith and William Smith Jr.

Example: Group member traveling with William Smith (name of group leader).

GTMO CONTRACT PERSONNEL AMC REQUESTING PROCEDURES Page 4-3

4.3 Encrypt the Request (optional)

If you are not able to send encrypted email, you will need to encrypt the request document using the following steps.

1. In the document, click on the “File” tab.

2. In the File window, select “Protect Document” button.

3. In the drop-down menu, select “Encrypt with Password”

4. Enter password and select

5. Input the password a second time to confirm.

GTMO CONTRACT PERSONNEL AMC REQUESTING PROCEDURES Page 5-1

5 EMAILING REQUESTS

5.1 Subject Line

Maintaining continuity for all request subject lines is important for the efficient processing of requests as well as tracking progress as requests are sent and completed. The following are the subject lines for each request according to each type of request. Always input traveler name at the end.

5.1.1 Single TDY

GTMO AMC TRAVEL REQUEST FOR:

5.1.2 Group TDY

In order to ensure that entire groups of passengers are booked together on the same flight, it is best to clarify groups of travelers. Travelers do not need to be on the same orders to be booked as a group. The group does not need to have a group name.

GTMO AMC TRAVEL REQUEST FOR GROUP: GL-

GTMO AMC TRAVEL REQUEST FOR GROUP: GM-

GTMO AMC TRAVEL REQUEST FOR GROUP: GROUP NAME-GL-

GTMO AMC TRAVEL REQUEST FOR GROUP: GROUP NAME-GM-

5.2 Contents

Every request email is to contain ONLY ONE request. Each request email must contain BOTH of the following documents:

AMC FLIGHT RESERVATION REQUEST Form Command Letter of Authorization

5.3 Encryption

As per BUPERSINST 5230.9, all requests MUST be sent via encrypted email. Every request contains sensitive personal identifiable information (PII). Any breach of PII will be reported IAW BUPERSINST 5230.9. (See section 5.3.1 for sending via unencrypted email.)

Follow these steps to encrypt email:

1. In new message window, click ‘Options’ tab

2. Select ‘Encrypt’

GTMO CONTRACT PERSONNEL AMC REQUESTING PROCEDURES Page 5-2

5.3.1 To send requests via unencrypted email

When you need to send requests via unencrypted email, be sure that the request document has been encrypted.

1. Email the LOA and encrypted request.

2. Send a second email with the same subject line as the request and the word “password”.

GTMO AMC TRAVEL REQUEST FOR: (traveler name) - PASSWORD

5.4 Timeliness

All requests are to be sent at least 10 days prior to requested travel dates and not more than 90 days prior. NAVPTO needs time to process all requests. Last minute requests should be extremely rare and only for valid reasons.

GTMO CONTRACT PERSONNEL AMC REQUESTING PROCEDURES Page 6-1

6 DOCUMENTATION

AMC FLIGHT RESERVATION REQUEST Form

See page 6-2 for form.

Command Letter of Authorization Template

See page 6-3 for template.

GTMO CONTRACT PERSONNEL AMC REQUESTING PROCEDURES Page 6-2

6.1 NAVPTO SUPPORTED AMC FLIGHT RESERVATION REQUEST Form

AMC FLIGHT RESERVATION REQUEST

NEW REQUEST MODIFICATION CANCELLATION

Not for use for Space Available travel or travel that is booked through DTS.

Only Travel Support POCs are authorized to submit travel requests to the Transportation Office on behalf of the traveler.

Travel

Support

POC

Name Email (Use lower case characters, when applicable) DSN # or Cell Ph.

*** BOARDING WILL BE DENIED IF NAME ON TRAVEL SHEET DOES NOT MATCH ID PRESENTED AT CHECK-IN ***

T ra v e le r In fo

Name (As shown on ID) Last, First, Middle, and (Suffix, if applicable)

Cell Phone:

Grade Gender Male

Female Date of Birth DD MMM YYYY

Passport Number Passport Expiration Date DD MMM YYYY

Issuing Country Citizenship

Primary Next of Kin (PNOK) Information (Required for AMC. List only NOK not traveling with member.)

Primary NOK Name Phone Number

T ra v e l

In fo

Transportation will be furnished ONLY for locations & dates shown on the travel orders.

Departing GTMO on DDMMM Arriving GTMO on DDMMM

NAS JAX (NIP)

NAS Norfolk (NGU)

Kingston, Jamaica (KIN)

NAS JAX (NIP)

NAS Norfolk (NGU)

Kingston, Jamaica (KIN)

Additional Information

RESERVATION REQUEST FORM: All fields in the above are required to be filled out. All requests for travel will be sent to the Transportation Office POC, NO LESS THAN 10 WORKING DAYS prior to requested flight date and sent INDIVIDUALLY via ENCRYPTED means via email to the Transportation Office POC along with a legible copy of the DD-1610 official orders or Letter of Authorization for contracted personnel reflecting the billing address/accounting line and must be signed and dated accordingly. Do not attach more than one travel request per email. SUBJECT line of email for individual requests will look like this: GTMO AMC TRAVEL REQUEST FOR: JOHN DOE

PRIVACY ACT STATEMENT: The information requested on this form is protected under the authority of 5 U.S.C. 552a to apply for air travel on AMC missions to/from U.S. Naval Base Guantanamo Bay. This standardized form will be: 1. Filled out to request travel reservations for travelers on official orders to/from GTMO that cannot utilize the Defense Travel System (DTS); 2. Sent to the Transportation Office POC per above guidelines along with a copy of the official orders. Documents will be retained and disposed of per record management directives. Disclosure of the requested information is voluntary. However, completion of the form is necessary to facilitate travel. Failure to provide the requested information will result in delays for arranging travel.

ALL OTHER COMMERCIAL RESERVATION REQUEST FORMS ARE OBSOLETE.

GTMO CONTRACT PERSONNEL AMC REQUESTING PROCEDURES Page 6-3

6.2 Command Letter of Authorization

COMMAND LETTERHEAD

DATE:_____________

FROM:

TO: AMC Air Terminal NAS _____________/ NAVSTA GTMO

SUBJ: OFFICIAL TRAVEL OF GOVERNMENT CONTRACTORS

1. (Name) , the bearer of this letter, is an employee of (Company) which has a Government contract number ____________________ with a contract period of (Date) to (Date).

2. The bearer of this letter is authorized to travel:

From: (Departure city) to (Arrival city) on (Date)

From: (Departure city) to (Arrival city) on (Date)

3. AMTRAK, hotels/motels and rental car companies may elect to provide transportation, lodging and rental cars to contractors and contractor employees at discounted rates specified for Government employees in Government contracts and/or agreements. AMTRAK, hotels/motels and rental car companies, however, are under no obligation to extend the discounted Government rates to contractors working on behalf of the Federal Government.

4. All charges will be paid by:

5. If there are any questions, please contact (Point of Contact) at (phone number) or (email address).

GTMO CONTRACT PERSONNEL AMC REQUESTING PROCEDURES Page 7-1

7 RECOMMENDATIONS

The following are not requirements but recommendations for the purpose of organization and recordkeeping.

7.1 Outlook Data File

Creating an Outlook Data File is highly recommended. This will allow for organizing all email communication with

NAVPTO as well as allowing recordkeeping and tracking without filling up the email inbox.

Use the following steps to create a new Outlook Data File

1. In Microsoft Outlook Home tab, select New Items

2. At bottom of list, scroll over “More Items”

3. At bottom of new list, select “Outlook Data File”

4. In pop-up window, select “Outlook data file (.pst)”

5. Select

GTMO CONTRACT PERSONNEL AMC REQUESTING PROCEDURES Page 7-2

6. Choose name for new Outlook data file

7. Select

There will now be a new file in Microsoft Outlook where all NAVPTO communications can be saved.

7.1.1 Subfolders in Outlook Data File

For better organization and easier data retrieval, it is recommended that subfolders be created to keep specific types of communication separated. Suggested organization types are submission dates or travel dates.

GTMO CONTRACT PERSONNEL AMC REQUESTING PROCEDURES Page 7-3

7.2 Categorize and Flag Request Emails

For the convenience of easy identifiably of requests and necessary actions, it is recommended that each

GTMO reservation request email be categorized and flagged.

1. Select the request email

2. Click on categorize

3. Select category

The first time a category color is used, you have the option of naming the color

4. Right mouse click on the flag icon at the left of the email

5. Select follow up day or week

7.3 Transportation Office Document Folder

It is recommended that a designated transportation office folder be created. For ease and organization, it should contain subfolders to store travel sheets and any other pertinent information.

REPLY TO

ATTENTION OF

Supersedes SCPM 01-12, dated 15 Feb 2012

DEPARTMENT OF DEFENSE

UNITED STATES SOUTHERN COMMAND

9301 NW 33RD STREET

DORAL, FL 33172-1202

SC-COS 21 August 2019

MEMORANDUM FOR SEE DISTRIBUTION

SUBJECT: Policy Memorandum 6-19, Synchronized Pre-deployment and Operational Tracker (SPOT) in the United States Southern Command (USSOUTHCOM) Area of Responsibility (AOR)

1. Purpose: This policy provides guidance to fully implement the Synchronized Pre-deployment and

Operational Tracker (SPOT) in the HQ USSOUTHCOM (CONUS) and the USSOUTHCOM AOR to account for and manage DoD contractors.

2. References: See Enclosure 1.

3. Applicability: This policy supersedes Policy Memorandum 01-12, dated 15 Feb 2012 and applies to all

HQ USSOUTHCOM directorates/staff, Component Commands, Joint Task Forces, DoD contractors, and other DOD organizations operating in the USSOUTHCOM AOR or working in the USSOUTHCOM

Headquarters (SCHQ); during contingency operations (as defined in reference (1)), humanitarian and/or peacekeeping operations and all Phase 0, steady state military operations or exercises executed as part of the Phase 0 shaping activities in the AOR.

a. The term contractor in this policy applies to all tiers of Contractors Authorized to Accompany the

US Armed Forces (CAAF) as defined in reference (3), and also includes the following personnel working on DOD-funded contracts:

b. All US citizens and third country national (TCN) employees who deploy into the USSOUTHCOM

Area of Responsibility for periods of performance anticipated to exceed 30 consecutive days of the period of the contract performance.

c. Third Country Nationals (TCN), Host Nation (HN) or Local Nationals (LN) who reside with or work in the immediate vicinity of US forces and/or civilian DOD personnel for periods of performance anticipated to exceed 30 consecutive days of the period of the contract performance.

d. Private Security Contractors and contingency contractor personnel authorized to carry weapons regardless of proximity to US forces or the length of the period of performance of their contract.

e. Contractors whose contracts’ primary place of performance is SCHQ or who temporarily perform duties in SCHQ for periods exceeding 30 days of the contract performance period.

4. Policy: Effective immediately, in accordance with reference (2), the SPOT database will serve as the central repository for information on contractors and contract capabilities in the USSOUTHCOM AOR and in the SCHQ during all operational phases (to include Phase 0), in accordance with the Enclosure. The

SPOT database will also serve as the central repository for information on contractors and contract capabilities in the SCHQ. No contractor personnel will be authorized entry into the USSOUTHCOM

Theater until they are registered in SPOT and possess a SPOT-generated Letter of Authorization (LOA).

Contractor personnel whose primary place of performance is SCHQ will not be authorized entry into

SCHQ until they are registered in SPOT and possess a SPOT-generated Letter of Authorization (LOA).

SC-COS

SUBJECT: Policy Memorandum 6-19, SPOT in the USSOUTHCOM AOR

Supersedes SCPM 01-12, dated 15 Feb 2012

During Phase 0, the Joint Asset Movement Management System (JAMMS) will be an adjunct to SPOT to support contractor tracking and management in key forward locations within the USSOUTHCOM AOR.

The JAMMS will be positioned and used at SOUTHCOM enduring locations to capture personnel movements through these key nodes. The JAMMS will also be used to facilitate contractor management in

SCHQ. SOUTHCOM enduring locations include:

a. Main Operating Base Naval Station Guantanamo Bay, Cuba

b. Forward Operating Site Soto Cano Air Base (SCAB), Honduras

c. Cooperative Security Location (CSL) Comalapa, El Salvador

d. Cooperative Security Location (CSL) Reina Beatrix International Airport, Aruba

e. Cooperative Security Location (CSL) Hato International Airport, Curaçao

f. Cooperative Security Location (CSL) Luis Gomez Nino Air Base, Apiay Colombia

5. Responsibilities: See Enclosure 2.

6. Records Management: Records generated by the implementation of this regulation will be maintained in accordance with CJCSM 5760.01, Joint Staff Records Schedule.

7. Point of contact for this Policy is the SCJ4 at southcom.miami.scj4.mbx.omb-j46-jloc@mail.mil or

305-437-0655.

The proponent agency of this policy is the US Southern Command. Users are invited to send comments and suggested improvements to: HQ USSOUTHCOM ATTN: J4, 9301 NW 33rd St., Doral, FL, 33172-1202.

FOR THE COMMANDER:

PATRICIA M. ANSLOW

Major General, U.S. Army

Chief of Staff

2 Encls

1. References

2. Responsibilities

DISTRIBUTION: D

mailto:southcom.miami.scj4.mbx.omb-j46-jloc@mail.mil

SUBJECT: Policy Memorandum 6-19, SPOT in the USSOUTHCOM AOR

Enclosure 1

REFERENCES

1) Title 10 US Code, 101 (a), (13).

2) OSD Memorandum of 25 January 2007, “Designation of Synchronized Pre-deployment and

Operational Tracker (SPOT) as Central Repository for Information on Contractors Deploying with the

Force (CDF).”

3) DoDI 3020.41 of 20 December 2011, Operational Contract Support (OCS).

4) Defense Federal Acquisition Regulation Supplement (DFARS) 252.225-7987, October 2014, Requirements for Contractor Personnel Performing in the U.S. Southern Command Area of Responsibility.

5) DoD Business Rules for the Synchronized Pre-deployment and Operational Tracker (SPOT), 10 May, 2018.

6) CJCSM 3150.13C, Joint Reporting Structure - Personnel Manual, 10 March 2010.

7) DMDC SPOT Website, https://spot.dmdc.mil.

https://spot.dmdc.mil/

SUBJECT: Policy Memorandum 6-19, SPOT in the USSOUTHCOM AOR

Enclosure 2

RESPONSIBILITIES

1) All HQ USSOUTHCOM directorates/staff, Component Commands, Joint Task Forces, SCO’s and

HQ Commandant will support contractor accountability and management during all operational phases by ensuring all supporting contracts with place of performance in theater or at SCHQ or subordinate HQs include appropriate provisions for SPOT use to include:

a. Ensuring that appropriate personnel are trained and registered to use SPOT/TOPPS (information on SPOT resources, training and registration is at reference (7)).

b. SCJ4 will monitor actions required to support this policy via the tasker system and new requirements will be implemented completed NLT 30 September 2019. This includes the utilization of

JAMMS; training and registration of personnel needed to use and oversee SPOT; inclusion of appropriate

SPOT-related provisions in applicable contracts; and registration of and issuance of LOAs to qualifying contractors in the AOR and/or SCHQ.

c. Existing contracts will be modified to include reference (4) within 120 days if the current contract does not include the clause.

2) Service Component and Joint Task Force Commanders:

a) During all phases, oversee and utilize the JAMMS stations at applicable CSLs and Forward

Operating Sites. CSLs and FOSs will identify where the JAMMS systems will be positioned to capture maximum number of contractor personnel on a regular basis. Further, CSLs and FOSs will operate the systems IAW the JAMMS user manual available at reference (7).

b) During contingencies, account for all contractors in situ within designated operational areas and provide requisite support (force protection, medical support, personnel recovery, and other related support) in accordance with references (6 and 3, respectively) and as designated in their contracts, LOAs, or in

USSOUTHCOM orders (note: while USSOUTHCOM orders do not constitute a binding agreement with a contractor, they may generate contract modifications to support operational requirements, such as more stringent force protection measures).

3) MILGP/MAAG/SCO Commanders:

a) Ensure that only contractors who are registered in SPOT and have a signed LOA in the system are granted Country Clearance (exceptions may be requested through the SCJ4).

4) Director, USSOUTHCOM J1:

a) In coordination with SC staff oversee contractor accountability and conduct contractor strength accounting during Phase 0 and contingency operations in accordance with reference (7).

b) Ensure SOUTHCOM JTF and component personnel utilize SPOT-ES as the system of record for contractor accountability in JPERSTATs, strength accounting and related documents.

5) Director, USSOUTHCOM J2:

a) Ensure Security Management denies permanent party badging for contractors without an accurate

SPOT LOA number as part of the contractor’s badging request.

SUBJECT: Policy Memorandum 6-19, SPOT in the USSOUTHCOM AOR

b) Coordinate a reciprocal SPOT security management policy requirement with other SC components.

c) Verify SPOT registration (e.g., SPOT LOA) of contractor personnel requesting DOD CAC cards in the Trusted Agent System.

6) Director, USSOUTHCOM J3:

a) Will deny Theater Clearance to contractors that do not provide an accurate SPOT LOA number in their request.

b) Verify SPOT registration via random spot checks. (Exceptions may be requested through the

SCJ4).

c) Provide guidance to subordinate organizations to ensure that Private Security Contractors and contingency contractor personnel authorized to carry weapons during contingency operations or other military operations (regardless of proximity to US forces or the length of the period of performance) are registered in SPOT.

d) Ensure AOR wide installation entry control procedures incorporate the verification of SPOT registration (e.g. checking SPOT LOA) of DoD Contractor personnel.

7) Director, USSOUTHCOM J4:

a) Serve as the USSOUTHCOM staff proponent for SPOT Enterprise Suite (i.e., JAMMS, TOPPS).

b) Revise this policy and/or issue further implementing instructions to contracting organizations that have contracts with place of performance in the USSOUTHCOM AOR, SCHQ, or subordinate HQ as required.

c) Grant exceptions to this policy when appropriate.

8) Director, USSOUTHCOM J8:

a) Coordinate with SC staff and contracting organizations to ensure the requirements of this policy and/or implementing instructions are included in all SOUTHCOM funded contracts with a place of performance in the USSOUTHCOM AOR, SCHQ, or subordinate organizations.

b) Ensure Trusted Agents (TAs) using the Trusted Associate System (TAS) know to verify SPOT registration (e.g., SPOT LOA) of contractor personnel before allowing a contractor to obtain a CAC.

Effective 21 NOVEMBER 2014, the Synchronized Pre-deployment and Operational Tracker Program (SPOT) will begin issuing a new version of the Letter of Authorization (LOA) – see next page.

A short summary of the changes include:

“Social Security Number (SSN)” field renamed “SSN/DODID.”

o The DODID will be displayed as the default otherwise the last four digits of the SSN will be displayed.

“Foreign Identification Number (FIN)” field specified separately.

o The process for how to create a FIN is detailed in the SPOT Business Rules.

“Countries to be Visited” field reduced in size.

o Include only those locations where performance is designated per the contract. Do NOT include any countries where the contractor must stop or remain overnight while in transit to final destination.

“Purpose” field increased in size.

“Contracting Officer Email Address” field added.

“Government Furnished Services” field renamed “Authorized Government

Services.”

o See the first paragraph in the REMARKS SECTION of the LOA for clarification.

“XX items checked” field included in “Authorized Government Services” field.

o This is a summary total of the number of AGS that have been authorized.

Standard wording in the “Remarks” field revised.

Designation of “Prime or Subcontractor” added to the end of “Company Name” field.

All LOAs issued prior to the update will remain valid; they will not have to be reissued unless the contracting officer deems it necessary.

Be aware, SPOT will continue to generate DoD, Department of State (DoS) and United States Agency for International Development (USAID) LOAs; the watermark is the most visible differentiating feature.

SYNCHRONIZED PREDEPLOYMENT

AND OPERATIONAL TRACKER – ENTERPRISE SUITE

(SPOT-ES)

WHAT IS SPOT-ES?

Synchronized Predeployment and Operational Tracker – Enterprise Suite

For more information, contact:

SPOT-ES Help Desk (24/7)

Phone: 703-578-5407

Email: dodhra.beau-alex.dmdc.mbx.spot-helpdesk@mail.mil

Chat:

https://conference.apps.mil/webconf/5285

Synchronized Predeployment and Operational Tracker – Enterprise Suite

SPOT-ES is the joint enterprise suite of products that serve as the central repository of information on operational contract support for contingency, humanitarian, and peacekeeping missions.

3 Systems Comprise SPOT-ES SPOT – Synchronized Predeployment and

Operational Tracker JAMMS – Joint Asset Movement

Management System TOPSS – Total Operational Picture Support

System

About SPOT - https://spot.dmdc.mil SPOT is the federally mandated authoritative database for operational contract support. It is deployed over both classified and unclassified networks, allowing access to individual contractor identity, movement data, contractor-owned equipment, and associated contract-related information. SPOT includes a workflow process that generates digitally signed Letters of Authorization (LOAs) that identify authorized government services as part of the deployment process for overseas contractors.

SPOT is integrated with the Defense Eligibility Enrollment Reporting System (DEERS) to validate user entered information and increase data quality. Movement data collected at JAMMS workstations is appended to the specific person’s record in SPOT, providing theater commanders with up-to-date visibility into contractor assets and capabilities.

About JAMMS - stand alone JAMMS captures movement and location information on contractors and others who pass through data collection points where Government services are provided, for example:

Aerial Ports of Debarkation (APODs) Department of State (DoS) facilities Dining Facilities (DFACs) Morale, Welfare & Recreation (MWR) sites

Personnel moving through a JAMMS data collection point present an identity credential that the system reads (e.g., Common Access Cards (CACs), SPOT-generated LOAs) and encrypts for storing. Many thousand transactions are downloaded from JAMMS workstations and uploaded to SPOT daily where they are appended to person records and made available for consolidated reporting allowing users to track current locations and providing theater commanders up-to-date visibility of contractors in their area of operational responsibility.

About TOPSS - https://topss.dmdc.mil TOPSS is a secure, business intelligence solution that extends the capabilities of SPOT and JAMMS by providing advanced analytics as well as standard and dynamic ad-hoc reporting. TOPSS aggregates data from multiple sources and analyzes it to provide reports based on five categories: Administrative, Audit Compliance, Contracting, Operation/Planning/Logistics, and Personnel.

Standard Reports are preconfigured and can be filtered by individual users. Custom Reports are tailored by the user from available templates.

TOPSS also includes customizable geospatial mapping of data points and trend analysis.

https://spot.dmdc.mil/ https://spot.dmdc.mil/