afman34-135.pdf

BY ORDER OF THE SECRETARY

OF THE AIR FORCE

AIR FORCE MANUAL 34-135

1 JULY 2019

Services

AIR FORCE LODGING AND AIR

FORCE LAUNDRY AND LINEN

EXCHANGE PROGRAMS

COMPLIANCE WITH THIS PUBLICATION IS MANDATORY

ACCESSIBILITY: Publications and forms are available on the e-Publishing website at www.e-Publishing.af.mil for downloading and ordering

RELEASABILITY: There are no releasability restrictions on this publication

OPR: AF/A1SO

Supersedes: AFI 34-135, 24 September 2014

Certified by: SAF/MR

Pages: 65

This publication implements Air Force Policy Directive (AFPD) 34-1, Air Force Services. In collaboration with the Chief of Air Force Reserve (HQ USAF/RE) and the Director of the Air

National Guard (NGB/CF), the Deputy Chief of Staff for Manpower, Personnel, and Services (HQ

USAF/A1) develops personnel policy for the Air Force Lodging Program and the Air Force

Laundry and Linen Exchange Program and applies to all active duty regular Air Force members, members of the Air Force Reserve, members of the Air National Guard on collocated installations and when in Title 10 status. This publication provides directive guidance lodging operations that includes operating information, management requirements, and performance standards. This publication also provides general guidance on laundry and linen exchange. Ensure all records created as a result of processes prescribed in this publication are maintained in accordance with

Air Force Manual (AFMAN) 33-363, Management of Records, and disposed of in accordance with the Air Force Records Disposition Schedule located in the Air Force Records Information

Management System. Refer recommended changes and questions about this publication to the

Office of Primary Responsibility (OPR) using Air Force Form 847, Recommendation for Change of Publication; route Air Force Forms 847 from the field through the appropriate functional chain of command. This publication may be supplemented at any level, but all supplements that directly implement this publication must be routed to the OPR for coordination, and all Major Command

(MAJCOM)-level supplements must be approved by the Human Resource Management Strategic

Board (HSB) prior to certification and approval. The authorities to waive wing-/unit-level requirements in this publication are identified with a Tier (“T-0, T-1, T-2, T-3”) number following the compliance statement. See Air Force Instruction (AFI) 33-360, Publications and Forms http://www.e-publishing.af.mil/

2 AFMAN34-135 1 JULY 2019

Management, for a description of the authorities associated with the Tier numbers. Submit requests for waivers through the chain of command to the appropriate Tier waiver approval authority, or alternately, to the Publication OPR for non-tiered compliance items. This reference to, or incorporation of, non-Federal entity names, logos, brands, industry standards and training regimes does not constitute actual or implied endorsement by the Department of Defense or the US Air

Force.

SUMMARY OF CHANGES

This document has been significantly revised. It reflects organizational changes with the standup of the Air Force Installation and Mission Support Center and re-organization at the Air Force

Services Center (formerly the Air Force Services Activity) and ensuing changes to responsible offices, points of contact, and roles and responsibilities. It updates references and changes the designation of Air Force Instruction 34-135 to Air Force Manual 34-135. Finally, this change reflects the conversion of lodging to 100% nonappropriated fund (NAF) activity as stated in

Directive-type Memorandum (DTM) 18-007 – Conversion of DoD Temporary Duty and

Permanent Change of Station Lodging to Fully Nonappropriated Fund Operations, Maintenance, and Construction; tiering changes reflect tightened waiver authority as the Air Force Services

Center requires greater control over the financial outcomes of Air Force Lodging.

Chapter 1— PROGRAM OVERVIEW 6

1.1. Air Force Lodging Mission Statement

1.2. Air Force Laundry and Linen Exchange

1.3. Standalone Programs

Chapter 2— ROLES AND RESPONSIBILITIES 7

2.1. Deputy Chief of Staff for Manpower, Personnel and Services, Directorate of

Services (AF/A1S)

2.2. Assistant Secretary of the Air Force Financial Management and Comptroller

(SAF/FM)

2.3. Air Force Installation and Mission Support (AFIMSC)

2.4. AFSVC

2.5. AFSVC Financial Management

2.6. AFSVC/SVO

2.7. Installation Level Commander

2.8. Force Support Squadron Commander or Director

2.9. Lodging Manager

2.10. Laundry and Linen Exchange Point of Contact

AFMAN34-135 1 JULY 2019 3

Chapter 3— FACILITY AND GUEST ROOM STANDARDS 12

3.1. Lodging Operations Installation Support

3.2. Lodging Facility Standards

Table 3.1. Minimum Space and Privacy Standards

3.3. Facility Utilization

3.4. Guest Room Standards

3.5. Occupant Responsibilities in the Facilities and Guest Rooms

3.6. Guest Security in Facilities and Guest Room

3.7. Guest Room Housekeeping and Preventive Maintenance

3.8. Guest Room Quality Assurance Inspection and Review

3.9. Business Suites

3.10. Fitness Rooms

3.11. Business Centers

3.12. Laundry Facilities

3.13. Transient Aircrew Lodging

3.14. Guest Parking

3.15. Facility and Guest Room Signage

3.16. Facility Employee Work and Break Areas

3.17. Training/Conference Rooms

3.18. Pet TLF Rooms

3.19. Hospitality and Lodging Activity

Chapter 4— GUEST ELIGIBILITY 21

4.1. Eligible Guests in Air Force VQs and TLFs. Table 4.1

4.2. Support of Tenant Units

Table 4.1. Priority Categorization for Use of Air Force VQs

Table 4.2. Priority Categorization for Use of Temporary Lodging Facilities

Chapter 5— RESERVATION AND CHECK-IN/OUT PROCESS 35

5.1. Reservation Process for On-Base Lodging

5.2. Visiting Quarters (VQ) Reservation Process

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5.3. TLF Reservation Process

5.4. Guaranteed and Non-guaranteed Reservations

5.5. Space-available Reservations

5.6. Check-in and Checkout Process

5.7. Group Registration Process

5.8. Check-in and Out Luggage Storage

5.9. Endorsing Civilian TDY Orders at time of Check-in

Chapter 6— LODGING FINANCIAL AND ADMINISTRATIVE MANAGEMENT 41

6.1. Fund Sources

6.2. Resource Protection

6.3. Base Lodging Fund

6.4. Air Force Lodging Fund

6.5. Transfer of NAF Property

6.6. Room Rates

6.7. Payment Procedures

6.8. Financial Planning

6.9. Operating Expenses

6.10. Sundry Sales

6.11. Long Distance Telephone Calls

6.12. Lost and Found

6.13. Automation

6.14. Marketing

Chapter 7— EMPLOYEE STANDARDS AND TRAINING 47

7.1. General Management Requirements and Responsibilities

7.2. Dress and Appearance

7.3. Employee Recognition Program

7.4. Training Standards

7.5. Professional Certification

7.6. Training Workshop

AFMAN34-135 1 JULY 2019 5

Chapter 8— LAUNDRY AND LINEN EXCHANGE 50

8.1. Operation

8.2. Authorized Items

8.3. Centralized Linen Exchange Point

8.4. Contingency/Wartime Operations

8.5. Managing Linen Inventory

8.6. Inventory Procedures

8.7. Salvage of Linen Items

8.8. Linen disposal

8.9. Inventory Turnover

Attachment 1— GLOSSARY OF REFERENCES AND SUPPORTING INFORMATION 53

Attachment 2— LODGING PROCEDURES FOR INDIVIDUAL AND UNIT-ASSIGNED

RESERVE PERSONNEL ON INACTIVE DUTY FOR TRAINING (IDT),

AND AIR NATIONAL GUARD PERSONNEL ON INACTIVE DUTY

FOR TRAINING OR ANNUAL TOUR (AT) STATUS 58

Attachment 3— AIRCREW SUPPORT (PRIME KNIGHT) 62

Attachment 4— AIR FORCE LODGING SUPPORT FOR EMERGENCY, SURGE AND

CONTINGENCY OPERATIONS 65

6 AFMAN34-135 1 JULY 2019

Chapter 1

PROGRAM OVERVIEW

1.1. Air Force Lodging Mission Statement. Provide quality lodging facilities and service to authorized personnel in order to maintain mission readiness and quality of life, while keeping official travel costs to a minimum.

1.2. Air Force Laundry and Linen Exchange. Provide a focal point to meet the installation’s linen exchange and authorized organizational items laundry requirement.

1.3. Standalone Programs. Air Force Lodging and Air Force Laundry and Linen Exchange are distinct programs and, while co-located in one AFMAN, they are standalone programs. In the past, lodging operations were often the focal point for the laundry and linen exchange operations.

However, with the lodging operations’ conversion to full nonappropriated funding, lodging managers may no longer manage appropriated fund laundry and linen exchanges.

AFMAN34-135 1 JULY 2019 7

Chapter 2

ROLES AND RESPONSIBILITIES

2.1. Deputy Chief of Staff for Manpower, Personnel and Services, Directorate of Services

(AF/A1S).

2.1.1. Sets policies for oversight, resource allocation, and standards for conducting the Air

Force Lodging Program.

2.1.2. Approves the establishment of lodging operations.

2.1.3. Approves permanent closure and/or reduction of lodging room inventory.

2.1.4. Coordinates lodging policy matters with the other military departments and Department of Defense (DoD) and maintains contact with other government agencies and industry associations.

2.1.5. Develops policy for Air Force Laundry and Linen Exchange Programs.

2.2. Assistant Secretary of the Air Force Financial Management and Comptroller

(SAF/FM).

2.2.1. Deputy Assistant Secretary of the Air Force (Budget) (SAF/FMB) is responsible for reviewing the Lodging Rate Determination package for the impact to the Air Force travel line and the centrally funded temporary duty (TDY) to school program.

2.2.2. Deputy Assistant Secretary of the Air Force (Cost and Economics) (SAF/FMC) is responsible for review and approval of Air Force Lodging Rate Determination package.

2.3. Air Force Installation and Mission Support (AFIMSC).

2.3.1. Is responsible for program objective memorandum submissions and centrally funded appropriated funds for Laundry and Linen Exchange Programs.

2.3.2. Develops appropriated fund resourcing strategy and consolidates, validates and distributes laundry and linen exchange appropriated funds support to installations and Air

Force Services Center (AFSVC).

2.3.3. Integrates HAF, AFIMSC and AFSVC efforts related to installation health assessment, installation and mission support strategy, future capabilities and I&MS cross-functional lodging and laundry and linen exchange solutions.

2.4. AFSVC.

2.4.1. Recommends the establishment of lodging operations in accordance with (IAW)

AFMAN 34-201, Use of Nonappropriated Funds.

2.4.2. Recommends permanent closure and/or reduction of lodging room inventory in coordination with AFIMSC and AF/A1S.

2.4.3. In coordination with AFIMSC or AFRC, establishes processes, where necessary, for reimbursement of appropriated funds provided for base services.

2.4.4. Provides lodging program procedures and establishes standards.

2.4.5. Establishes and maintains Air Force central lodging funds.

8 AFMAN34-135 1 JULY 2019

2.4.6. Maintains capital replacement schedules per base and building.

2.4.7. Provides technical assistance and guidance to bases on lodging service matters.

2.4.8. Assists bases with the establishment of improvement plans when lodging operations fail to meet operational standards or minimum financial goals.

2.4.9. Provides functional expertise for developing and using automated lodging systems.

2.4.10. Manages and develops guidance for the Air Force Innkeeper Awards Program to promote excellence in lodging.

2.4.11. Maintains contact with industry associations, e.g., American Hotel and Lodging

Educational Institute and National Restaurant Association.

2.4.12. Monitors industry benchmarks for adoption of procedures, programs, and standards as appropriate for Air Force Inns.

2.4.13. Proposes lodging room rates at the minimum amount necessary to cover the cost of providing quality lodging facilities and services to authorized guests, and ensures Air Force lodging rates are not implemented without Deputy Assistant Secretary for Cost and Economics

(SAF/FMC) approval.

2.4.14. Ensures approved capital requirements are executed during the budget execution year.

(T-1).

2.4.15. Approves base lodging operations’ 5-year capital improvement plans and operating budgets. (T-1).

2.4.16. Establishes command personnel cost ranges and other financial performance goals.

2.4.17. Provides oversight of the base-level lodging fund accounting, financial management, and operations.

2.4.18. Ensures management assistance visits are conducted when problems related to operations, accounting and financial management are identified.

2.4.19. Manages the Air Force Laundry and Linen Exchange Program.

2.5. AFSVC Financial Management.

2.5.1. Manages and oversees the development and execution of the Lodging Rate

Determination Package.

2.5.2. Analyzes the operational performance of lodging funds for the Commander of the

AFSVC.

2.5.3. Receives, reviews and interprets reports of financial activity, program, and project requirements, and monitors execution and cash flow of the Air Force Lodging Fund.

2.5.4. Receives fiscal year income and expense budget files from installations.

2.5.5. Receives and validates installation budget change requests.

2.5.6. Reviews and approves budget changes and, if plus or minus 5 percent, forwards to

SAF/FMC for final review and approval. (T-1).

2.5.7. Ensures cash availability for budgeted renovation projects.

AFMAN34-135 1 JULY 2019 9

2.5.8. Pulls excess cash from installation as often as feasible; transfers funds back to installation if needed.

2.5.9. Provides approval and fund certification of renovation purchase request based on approved rate package.

2.5.10. Balances and continually reviews subsidiary accounts for Air Force Lodging Fund renovation projects to ensure proper reconciliation with general ledger accounts.

2.5.11. Tracks renovation project funds from invoicing to receiving of goods. Processes accounting instructions of completed renovation projects to installations within 30 days of beneficial occupancy.

2.5.12. Completes semi-annual Capital Budget Execution Report and forwards to

SAF/FMCEB. (T-1).

2.5.13. Assists AFSVC/SVOL in recommendations and actions to installation managers to improve financial performance.

2.5.14. Conducts monthly installation financial reviews and documents recommendations for improvement.

2.5.15. Funds certification of base level purchase request on capital requirements. Provides support to lodging facilities on Nonappropriated Fund (NAF) financial issues, policies and procedures.

2.5.16. Updates and maintains the accuracy of the tables listed on the Defense Travel

Management Office home page and makes changes concerning lodging availability, as required upon receipt of change notices from installations. (T-0).

2.6. AFSVC/SVO.

2.6.1. Appoints a multi-functional liaison to serve as a communication hub regarding AFSVC

Lodging Program on actions that affect the MAJCOMs’ lodging operations.

2.6.2. Notifies AFSVC Lodging Program on mission changes that would affect Lodging operations to include occupancy.

2.6.3. Creates manning standards for each Air Force Inn.

2.6.4. Approves temporary room closures not associated with renovation and repair that exceed 15% of the installation’s inventory. Ensures surveillance is maintained on base-level lodging funds when adverse financial trends arise.

2.6.5. Coordinates requests for lodging staff assistance visits.

2.6.6. In conjunction with MAJCOM A1, nominates bases to represent the MAJCOM in the annual Air Force Innkeeper Award Program.

2.7. Installation Level Commander.

2.7.1. Monitors lodging fund performance and advocates for lodging operations.

2.7.2. Follows the guidance of the commander’s nonappropriated fund sustainment program as outlined in AFMAN 34-201.

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2.8. Force Support Squadron Commander or Director.

2.8.1. Ensures compliance with lodging standards and policies.

2.8.2. Monitors lodging fund performance.

2.8.3. Maintains optimum utilization of adequate lodging rooms, and recommends designation changes as necessary.

2.8.4. Inspects a sampling of all types of lodging at least annually.

2.8.5. Oversees on-base laundry and dry cleaning plant facilities and linen exchange operations.

2.8.6. Appoints, as necessary, appropriated fund personnel to oversee the installation’s laundry and linen exchange requirement.

2.8.7. Reviews 5-year plan for both lodging and laundry and linen exchange for capital improvement and replacement on an annual basis.

2.8.8. Reviews lodging budgets for accuracy and evidence of attention to trends that affect occupancy.

2.8.9. Requests AFSVC/SVO approval to bring room inventory below 85% (aside from renovations and repairs) and notifies Air Force Services Center Lodging Program of any changes, via Air Force Services Center, Directorate of Services, Installation Support

(AFSVC/SVI), that would affect lodging operation occupancy to include mission and room inventory changes.

2.8.10. Ensures the business activity is operating in Payment Card Industry Data Security

Standards compliant status at all times and completes annual Payment Card Industry compliance.

2.8.11. Ensures staff members involved in credit card processing undergo initial and annual

Payment Card Industry security awareness training.

2.8.12. Maintains an inventory for all point of sale devices that process credit cards;

inventory must include, the brand, serial number, and location of the point of sale devise.

(T-1).

2.9. Lodging Manager.

2.9.1. Serves as a business manager whose mission is to maximize occupancy and execute the base lodging program IAW this manual and through governance at his/her installation.

2.9.2. Adheres to manning standard created by AFSVC/SVOL.

2.9.3. Reviews and recommends changes to the 5-year plan for capital improvements and replacement on an annual basis.

2.9.4. Reviews and recommends changes to the budgets.

2.9.5. Establishes procedures for continued operation if the lodging Property Management

System (PMS) is inoperable.

2.9.6. Provides employees written instructions on safeguarding cash and forms, and ensures compliance.

AFMAN34-135 1 JULY 2019 11

2.9.7. Provides training in accordance with Air Force lodging standards for all lodging employees and documents it accordingly.

2.9.8. Establishes and executes viable employee recognition and awards program utilizing both squadron, division, group and wing awards as well as lodging focused award programs.

2.9.9. Establishes local operating instructions using Air Force Lodging operating instructions as a guideline.

2.9.10. Notifies AFSVC Lodging Program, via AFSVC/SVO, of any mission changes that would affect lodging operations.

2.9.11. Is responsible for ensuring the accuracy of lodging availability data on the Defense

Travel Management Office home page for the base and immediately reports any change in the installation’s data. Reports changes or updates via email to afsva.svf.distro@us.af.mil.

2.9.12. Conducts semi-annual self-assessments of their operations using the Air Force

Lodging Standards Checklist found on the Air Force Services Center Installation Support

Portal unless a waiver is approved by the Air Force Services Center Commander. (T-1).

2.10. Laundry and Linen Exchange Point of Contact.

2.10.1. Ensures laundry is used for the cleaning of appropriate organizational equipment and clothing.

2.10.2. Establishes written procedures for operation of laundry and linen exchange IAW

Chapter 8 of this AFMAN.

mailto:afsva.svf.distro@us.af.mil

12 AFMAN34-135 1 JULY 2019

Chapter 3

FACILITY AND GUEST ROOM STANDARDS

3.1. Lodging Operations Installation Support. Installation lodging managers utilize the Air

Force Services Center Installation Support Portal

(https://cs2.eis.af.mil/sites/10042/Pages/_SplashPages/afsvahome.aspx) to obtain necessary operational information.

3.2. Lodging Facility Standards. DoDI 1015.12, Lodging Program Resource Management, prescribes standards for transient, unaccompanied personnel housing.

3.2.1. Personnel staying in DoD lodging operations should have the same quality facilities, furnishings, and services as they would find in a good quality, mid-level, commercial hotel.

The standards identified in this AFMAN are designed with the customer in mind. The customer wants consistent, quality service in all facets of the lodging operation and expects the same quality facilities, furnishings, and service from one Air Force lodging operation to the next.

3.2.2. Air Force lodging managers, through their chain of command, are responsible for ensuring every aspect of their operation adheres to these standards. The use of standards maximizes economies and efficiencies in Air Force lodging operations. The lodging manager’s goal is to meet 100% of the standards.

3.2.3. For a complete list of the Air Force Inns guest room standards, refer to the Air Force

Lodging Standards section of the Air Force Inns webpage on the Air Force Services Center

Installation Support Portal. Requests for waivers due to inadequate space, guest inconvenience, or operational need may be forwarded from Squadron Commanders/ Division Chiefs with complete justification to AFSVC/SVI, to be routed to AFSVC Lodging Program for consideration.

3.2.4. Refer to new standard designs developed jointly with Air Force Civil Engineer Center

(AFCEC) in 2016 for new construction standards. Conversion of new construction visiting quarters (VQ) to business suites are submitted to AF/A1S for consideration. For a complete list of VQs and temporary lodging facility (TLF) design standards, refer to the Air Force

Services Center Installation Support Portal under the Lodging Recapitalization Program section.

https://cs2.eis.af.mil/sites/10042/Pages/_SplashPages/afsvahome.aspx

AFMAN34-135 1 JULY 2019 13

Table 3.1. Minimum Space and Privacy Standards.

CATEGORY STANDARD

All Commissioned and Warrant

Officers; All Civilians

250 square feet (net) living area: private room, private bath

E-7 – E-9 250 square feet (net) living area: private room, private bath

E-5 – E-6 135 square feet (net) living area: private room, bath shared with not more than one other

E-1 (other than basic trainees); E-2 – E-4

90 square feet (net) living area, not more than two to a room, central bath

Basic Trainees and Cadets 72 square feet (net) living area: open bay;

central bath

Contingency 50 square feet (net) living area

Gender Every effort is made to assign male and female guests to separate rooms

3.2.5. Air Force lodging operations are not authorized to involuntarily lodge duty transient personnel in government lodging not meeting the minimum space and privacy standards identified in Table 3.1, during normal, peacetime operations, without the approval of AF/A1S, Operations Division (AF/A1SO). (T-1).

3.2.5.1. Installation commanders may authorize lodging in facilities not meeting minimum standards for reasons of military necessity, such as contingency operations, natural disasters, emergencies, etc. It is inappropriate to lodge duty transient personnel involuntarily in facilities below minimum adequacy standards solely to reduce temporary duty (TDY) costs.

3.2.5.2. All attempts are made to house guests in rooms in accordance with the established standards. Room rate is non-negotiable, but is based on the room actually provided.

3.2.5.3. Exception to minimum space and privacy standards: Reserve personnel in Inactive

Duty for Training (IDT) status with a waiver from AFSVC Lodging. (T-1).

3.2.5.3.1. Lodging houses Air National Guard (ANG) and Reserve technicians in travel status according to the military grade shown on their travel orders.

3.2.5.3.2. The net living area of a private room or suite is measured from the inside face of the peripheral wall and includes all enclosed, unshared spaces, and partitions.

The net living area of a shared room is the clear area in the sleeping room allocated for an individual’s bed, locker (wardrobe or closet), furniture, and circulation. It excludes lounges, bathrooms, hallways, and storage areas designated for military mobility and field gear, or equivalent. In an open bay, net living area is one equal share per person.

For a detailed explanation on measuring rooms, please refer to the Unified Facilities

Criteria, Lodging Facilities, on the Air Force Services Center Installation Support

Portal.

3.2.5.3.3. For information on contingency procedures, see Attachment 4.

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3.2.5.3.4. (ANG) Adhere to the above minimum adequacy standards identified in

Table 3.1 when obtaining commercial lodging (CL) while in an Annual Tour (AT) status. (T-3).

3.2.5.3.5. (ANG) The Training and Education Center at McGhee-Tyson Air National

Guard Base, TN, and four Combat Readiness Training Centers (Alpena, MI, Gulfport, MS, Savannah, GA, and Volk Field, WI) and the five Regional Training Sites (Fort

Indiantown Gap, PA, Charlotte (Baden), NC, March ARB, CA, Fargo, ND, and Fort

Smith, AR) are considered exceptions to lodging standards. These lodging accommodations are specially constructed to conform to particular needs of the

Training and Education Center, Combat Readiness Training Centers and Regional

Training Site locations and are deemed adequate for the occupancy of all personnel regardless of rank/grade or career field. (T-3).

3.3. Facility Utilization. Lodging managers determine the number of lodging rooms required based on Priority 1 (see Chapter 4) guest historical data and future mission changes that may affect Priority 1 guest traffic. Commanders re-designate lodging rooms or facilities as contingency quarters or other use if the occupancy rate is below 75% for a period of 1 year (or below 50%

Priority 1 guests). Any re-designation of non-contingency lodging appropriated fund (APF) assets requires AF/A1S approval. (T-1).

3.3.1. AF/A1S approves any diversions of NAF built facilities including internal diversion such as re-designation of visiting quarters rooms to business suites, etc. (Refer to AFI 32-9002, Management of Real Property, for additional guidance.) (T-1).

3.3.2. Lodging managers may temporarily house newly assigned unaccompanied single permanent party personnel in lodging facilities if permanent party housing is not readily available. Members pay the lodging room rate. Lodging units are not to be transferred temporarily to Unaccompanied Officer’s Quarters or dormitories to circumvent the daily room rate. (T-1). Members should consult their financial services office regarding pay entitlements.

3.3.3. If on-base lodging becomes unavailable for any reason, the lodging manager informs potential customers.

3.3.4. Unaccompanied male and female guests do not share sleeping rooms or bathrooms but may have adjacent bedrooms with a kitchen and/or living area between them. Kitchen and living areas for adjacent bedrooms are required to have a separate doors with functioning locking mechanisms on both sides leading from the shared kitchen or living area to the private sleeping and bath area.

3.3.4.1. For facilities configured as visiting quarters the following guidelines apply:

3.3.4.1.1. A separation of general areas between guests that fall into different rank categories is normally desirable.

3.3.4.1.2. To the extent possible, assign airmen/non-commissioned officers, officers, and aircrew members to rooms on separate floors/wings, especially when crew rest is an issue. Managers should use flexibility and good judgment when making these assignments.

AFMAN34-135 1 JULY 2019 15

3.3.4.1.3. When rooms in the normally designated area are not available, assign guests to any available visiting quarter room on a first-come, first-served basis. Do not send guests to commercial quarters or issue non-availability letters unless there are no rooms available. (T-3).

3.3.4.2. (ANG) Married couples on duty status may be lodged together if a private sleeping facility and a private bathroom are available. In recognition of the need to accommodate the mission, this request is desired but not mandatory for deployment and exercises. (T-3).

3.3.4.3. (ANG) The installation/site commander may allow for single occupancy for eligible members performing IDT as space is available with respect to financial considerations and military necessity. Rooms will be assigned based upon the installation/site commander’s guidance. (T-3).

3.4. Guest Room Standards. Every effort should be made to ensure guests have clean, comfortable rooms that afford them a good night’s rest. All lodging employees have a significant role in this effort. The room should be attractively furnished, supplied appropriately, clean, and properly maintained to ensure guests have a pleasant stay. Detailed guest room amenity, furnishing, and supply standards are located in Air Force Lodging Standards on the Air Force

Services Activity Installation Support Portal.

3.4.1. Guest Room Accessories and Amenities. Air Force lodging rooms are distinguished by the attention to detail that is put into the rooms to make them as comfortable as possible for all lodging guests. To ensure consistent service from one Air Force Inn to the next, all lodging operations must provide guests the same standard accessories and amenities; exceptions may only be made with a waiver from AFSVC Lodging. (T-1). See Air Force Lodging Standards on the Air Force Services Center Installation Support Portal for the detailed list of standard Air

Force Inn accessories and amenities.

3.4.2. Guest Information. Each room should have a guest book or digital guest book information prominently displayed which includes a welcome letter from the lodging manager on the first page including how guests may contact the duty manager. Ensure information is available pertaining to local areas and conditions. A list of occupant responsibilities should also be included in guest room information books. See Air Force Lodging Standards on the

Air Force Services Center Installation Support Portal for a detailed listing of what is required in the guest information book.

3.4.3. Guest Privacy. Lodging staff will not enter a guest room displaying a “Do Not Disturb” sign, unless the sign has been displayed for three consecutive days. (T-3). On the third day, lodging staff can enter the room to ensure the safety of the guest and condition of the room.

This should be accomplished no earlier than the posted check-out time. Lodging staff will enter pet friendly TLFs daily to remove excessive dander and fur, inspect for fleas and ticks, and assess any damage caused by pets. (T-3). For more information, see paragraphs 3.5.2 and

3.18.

3.4.3.1. Lodging managers work with a point of contact (POC) for long term aircrews to obtain aircrew resting schedules to prevent housekeeping interruptions.

16 AFMAN34-135 1 JULY 2019

3.4.3.2. During unforeseen emergency circumstances, maintenance enters rooms as appropriate. Guest rooms are also entered IAW contractually obligated maintenance schedules.

3.5. Occupant Responsibilities in the Facilities and Guest Rooms. Occupants are responsible for their conduct and the conduct of their guests and/or family members while in government lodging. Their actions should not infringe on the rights of others. Note: Guests who are accompanied by Americans with Disabilities Act service dogs are authorized to stay in lodging facilities, regardless of an approved local pet policy and are exempt from paying any additional fees above the nightly room rate. For additional guidance on Americans with Disabilities Act requirements concerning service Animals, see the Air Force Services Center Installation Support

Portal.

3.5.1. No-Smoking Policy. All Air Force lodging common areas and guest rooms, including

TLF units, are no-smoking areas. If smoking does occur in a guest room, lodging staff will use an efficient ionizer or deodorizer to rid the room of smoke residue; exceptions to the cleaning policy may only be made with a waiver from AFSVC Lodging. (T-1). Guests who violate the no-smoking policy will be charged up to a $150.00 fee (based on expenses incurred) to return the room to available inventory. (T-1). Guests who violate this policy are subject to eviction as determined by the lodging manager; appeals should be made through the Force Support

Squadron Commander or Director.

3.5.2. Pets in visiting quarters are not authorized.

3.5.2.1. Guests who violate this policy by housing pets in non-pet friendly rooms will be charged cleaning fees based on the actual expenses incurred to return the room to available inventory. (T-1). Guests who violate this policy are subject to eviction as determined by the lodging manager; appeals should be made through the Force Support Squadron

Commander or Director.

3.5.2.2. Pet TLF Rooms. Some TLF rooms are designated as pet friendly. Information on operating pet TLF rooms is found in paragraph 3.18.

3.5.3. Occupants should conserve utilities, and comply with Air Force fire, health, and safety regulations.

3.5.4. Occupants will reimburse lodging for damage beyond fair wear and tear, and for missing government property caused by abuse or negligence on their part or by their guests. (T-1). AFI

34-202, Protecting Nonappropriated Fund Assets, govern the assessment of loss or damage to a lodging unit by a guest.

3.6. Guest Security in Facilities and Guest Room. Guest safety and security is of the utmost importance. Accordingly, the front desk staff must not give a guest’s room number, personal information to others nor should front desk staff confirm that a guest is in residence except to command representative. (T-3).

3.6.1. Key control procedures are implemented to ensure security. Room numbers should not be printed on the key, key chain, or electronic door openers. If room numbers are already placed on keys or key chains, place the key in a small envelope to conceal the room number until replaced.

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3.6.2. Front desk personnel will not issue keys to guests without positive identification confirming the guest is assigned to the room. (T-3).

3.6.3. Lodging staff will post evacuation procedures with maps that lead to the closest exit on the backside of all room entry doors in all interior corridor rooms. (T-3).

3.7. Guest Room Housekeeping and Preventive Maintenance. The housekeeping staff plays a very important role in ensuring guests enjoy their stay and ensures all lodging rooms and common areas are clean, orderly and in proper working order. All housekeepers should provide guests with friendly, prompt, professional service.

3.7.1. Guest requests for housekeeping service or supplies made during normal duty hours should be fulfilled no later than 30 minutes after the request is made. Supplies such as towels, linen, spare light bulbs, and toilet paper, should be available at the front desk after normal duty hours.

3.7.2. Housekeeping staff will accomplish full room cleaning, common area cleaning, deep cleaning and preventive maintenance checks according to prescribed standards approved by

AFSVC Lodging. (T-1). Standards and checklists are located in the Air Force Lodging

Standards Checklist, which can be found on the Air Force Services Center Installation Support

Portal.

3.8. Guest Room Quality Assurance Inspection and Review. The lodging manager maintains a record of inspections to include dates, facilities visited, and comments. (T-2). All discrepancies noted must be tracked and corrected. (T-2).

3.8.1. Lodging management (i.e., general/assistant manager) will inspect at least 3 percent of guest rooms (each room type) on a weekly basis (and maintain documentation of inspections for at least one year). (T-2).

3.8.2. At least two members of the lodging management staff must conduct formal inspections of lodging common areas and at least 25 percent of the guest rooms each quarter and document their findings (maintain inspection documentation for at least one year). (T-2).

3.8.3. Housekeeping supervisors (to include work leaders) are required to conduct formal inspections of at least 5 percent of guest rooms (each room type) on a weekly basis (and maintain documentation of inspections for at least one year). (T-2).

3.8.4. The lodging staff will conduct safety self-inspections of all lodging facilities and operations annually or as directed by the local safety office using checklists from Air Force

Occupational Safety and Health Standards (found on the Air Force Services Center Installation

Support Portal). (T-2).

3.8.5. The maintenance staff will conduct room specific preventive maintenance on at least 25 percent of the guest rooms each quarter and document findings (maintain inspection documentation for at least one year). (T-2).

3.9. Business Suites. An installation commander may designate business suites within the visiting quarters. Business suites are released NLT 1600 daily to the lodging office when managed by the Protocol office. Occupancy should be maximized by issuing a majority of rooms to other

TDY and space-available travelers regardless of rank or status (being mindful of upcoming reservations) aiming to keep business suites occupied at least 75% of the time or risk a reduction in their business suite inventory.

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3.9.1. No more than five percent of a lodging operation’s total transient quarters will be identified as business suites without AFSVC Lodging approval. (T-1). Waivers must be resubmitted no later than every two years from the original date of approval, and should justify excess need and include historical occupancy data. (T-1).

3.9.2. Lodging and protocol will establish a local operational instruction concerning business suite reservations and management such as reservation of general officer suites. (T-1). The local operational instruction should also emphasize space-available and occupancy percentages. (T-1).

3.9.3. MAJCOMs and/or bases are not authorized to adjust the number of business suites constructed in visiting quarters. Any action pursued to either reduce or expand the number, and/or size, of suites constructed is inconsistent with the justification and methodology for providing visiting quarters. Requests to adjust number of business suites must be submitted through AFSVC to AF/A1S as the sole waiver authority. (T-1).

3.10. Fitness Rooms. In keeping with the fitness culture of the Air Force, fitness rooms are included in Air Force lodging facilities when space and equipment permit. Fitness rooms should focus on commercial grade cardio equipment such as treadmills, elliptical trainers, stair climbers, and stationary bicycles. Additionally, adequate space should be provided for abdominal work and stretching. Free weights or other weight machinery is not appropriate for this area and is best left to fully supervised facilities such as the base fitness center. A television should be provided for customers’ use while using the equipment as well as sanitizing wipes for cleaning the equipment after use. Lodging fitness rooms are in no way intended to compete with base fitness centers, but instead should complement the focus on an individual’s responsibility to stay fit in the

TDY/permanent change of station (PCS) environment. Specific standards, location consideration, etc., are listed in the Air Force Lodging Standards section of the Air Force Inns webpage on the

AFSVC Installation Support Portal.

3.11. Business Centers. Air Force personnel traveling on TDY or PCS orders often require continued contact with their offices/duty stations. Air Force Inns must provide standard business services including internet access, fax, copy capability and Common Access Card (CAC) readers for official business at no cost. (T-1). Specific standards/guidelines regarding the appropriate number of computers for a business center are listed in the Air Force Lodging Standards section of the Air Force Inns webpage on the Air Force Services Center Installation Support Portal.

3.12. Laundry Facilities. Laundry equipment is available for guests at no charge. Laundry supplies (detergent, softener, etc.) are available to guests through coin-operated vending machines located in laundry rooms or at retail sales outlets. Washers and dryers are provided at a ratio of one washer and dryer for each 12 rooms in visiting quarters and one washer and dryer per each eight rooms in TLFs (one per unit in new construction). At training bases or bases where a significant portion of the customer base involves long-term stays (more than three-weeks duration), the ratio is one washer and dryer for each eight visiting quarters.

3.13. Transient Aircrew Lodging. Lodging provides a private room/private bath to officer transient aircrew members (accommodations may include a shared kitchen and/or living area). For enlisted transient aircrew members, lodging provides a private room and a private or shared bath.

Aircrew members are defined as anyone on the flight crew order. Lodging staff ensures gender is considered when assigning lodging for aircrew members.

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3.13.1. Lodging managers should consider crew rest before assigning aircrew members to rooms in the vicinity of construction or maintenance operations.

3.13.2. Lodging may assign other authorized guests to transient aircrew accommodations if not required for aircrews and other on-base lodging is not available. When assigning other

TDY personnel to aircrew accommodations, lodging staff should advise them of the varied aircrew members sleeping hours, and ask them to refrain from making any noise or disturbance that could interrupt crew rest.

3.13.3. Lodging staff maintains aircrew integrity by housing the entire aircrew on base as close together as possible.

3.13.4. The installation commander or the aircraft commander may waive aircrew lodging requirements of being housed together on a temporary basis for reasons of military necessity.

3.14. Guest Parking. There must be adequate and designated vehicle parking for guest registration with a separate area for unloading/loading passengers and baggage. (T-1). All facility parking areas must be well marked, free of debris, and adequately lighted at night. (T-1). Where feasible, each business suite should have a designated parking space as close as possible to the room.

3.15. Facility and Guest Room Signage. Proper signage is necessary to direct lodging guests to the lodging reception center and to their rooms. The lodging manager makes every effort to ensure the following signage is in place:

3.15.1. Directional signs from base gate(s) to the lodging reception center(s).

3.15.2. Illuminated exterior sign(s) identifying the lodging reception center and all other lodging facilities.

3.15.3. Illuminated signs identifying lodging facility numbers.

3.15.4. Directional signs at each lodging guest facility entrance, and on each floor of multi-story buildings, indicating the room location, room numbers on each exterior guest room door, and where vending machines, ice machines, laundry facilities, etc., are located.

3.16. Facility Employee Work and Break Areas. Ensure all lodging employee break areas reflect the same quality standards of lodging common areas and guest rooms. The lodging manager will designate appropriately furnished and decorated lounge areas for lodging employees to take their breaks. (T-3).

3.17. Training/Conference Rooms. Lodging managers will ensure the lodging operation has a training/conference room large enough to host training for the majority of the employees. (T-3).

3.17.1. The room may be used by guests or other base units at no cost with the understanding the groups pick up after themselves.

3.17.2. A cleaning fee can be charged to any group that either damages the facilities or leaves an excessive mess.

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3.18. Pet TLF Rooms. Every effort should be made to accommodate the inclusion of pet TLF rooms in an inn’s inventory and to provide PCS quarters to those Air Force families requiring lodging while traveling with pets. All Air Force Inns provide pet friendly TLFs unless waived by the Air Force Services Center Commander. (T-1).

3.18.1. Air Force Services Center Commander approves instances in which pet TLF rooms exceed 60% of TLF inventory. (T-1).

3.18.2. When occupied with a pet, housekeeping or lodging management will enter pet TLF rooms daily. (T-3). Guests will be charged a cleaning fee.

3.18.3. Travelers with pets are charged a standard $10 per room per night fee regardless of the number of pets in the unit and duration of stay unless a waiver is approved by the Air Force

Services Center Commander. (T-1). Guests will be charged an additional cleaning fee based on actual expenses incurred to return the room to available inventory when pet TLF rooms require extraordinary cleaning or incur damages. (T-3)

3.18.4. To ensure consistency in government quarters in Air Force Installations refer to AFI

32-6001, paragraph 2.31., “Pets in Family and Privatized Housing”, to determine types of pets allowed, appropriate behavior and temperament of animals, and detailed responsibilities of the pet owners.

3.18.5. The lodging manager retains the authority to determine the number and type of pets allowed per unit, termination of stay for failure to remove aggressive or unruly pets and any additional charges for pet damages.

3.18.6. Military Working Dogs (MWD) are federal service dogs but do not fall under

Americans with Disabilities Act guidelines. When traveling with a MWD, service members should coordinate in advance with the kennel master of the destination base to arrange boarding. On the rare occasion a MWD is authorized to stay in a lodging facility, every effort should be made to utilize a pet TLF room. If a pet TLF room is not available, it is at the lodging manager’s discretion whether to utilize a non-pet room. The lodging manager will establish a local operating instruction detailing how MWDs will be lodged. (T-1). MWDs should be handled IAW AFI 31-121, Military Working Dog Program. (T-1). MWDs are subject to pet fees only if damage occurs. (T-1).

3.18.7. Travelers with pets may be accommodated where space permits. Travelers with pets are charged a non-refundable fee for deep cleaning. (T-1). Travelers on official orders may not be provided a non-availability letter simply because the lodging facility cannot accommodate accompanying pets. (T-1).

3.18.8. Guests are not allowed to house their pets in their vehicles for extended periods of time. (T-3). Managers should assist guests with locating on base or off base kennel facilities.

(T-3).

3.19. Hospitality and Lodging Activity. All NAF AF Lodging includes services and amenities found in civilian hospitality industry i.e. lodging, event planning and facilities, food and beverage opportunities and other services and programs within the hospitality and tourism industry.

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Chapter 4

GUEST ELIGIBILITY

4.1. Eligible Guests in Air Force VQs and TLFs. Table 4.1 . lists personnel who qualify for

Priority 1 and Priority 2 status in visiting quarters. Table 4.2. lists personnel who qualify for

Priority 1 and Priority 2 status in TLFs. Personnel listed as Priority 2 are assigned rooms on a space available basis. Within Priority 1 and Priority 2, assignments to visiting quarters and TLFs are made on a first-come, first-served basis, without regard to rank. (T-3). Personnel who qualify as Priority 1 retain this priority even when traveling with dependents in a TDY status. Dependents under the age of 18 are authorized to stay in Air Force Visiting Quarters (VQ) when accompanied by the appropriate legal guardian. Lodging managers decide where to place children. (T-1).

Lodging managers should use discretion in selecting VQ rooms and suites to place TDY travelers with children, avoiding rooms near crew rest areas.

4.1.1. (ANG) ANG installations may provide lodging accommodations in accordance with the Joint Travel Regulation, either on the installation or in commercial lodging for eligible unaccompanied personnel requiring government lodging during IDT or AT whenever possible.

Eligible unaccompanied personnel are members of the unit who reside outside the 50 road mile commuting distance as required by DoDI 1225.9, Billeting for Reserve Component Members.

(T-1).

4.1.2. (ANG) The Wing Commander has the option to amend eligibility in case of inclement weather, natural disaster, or other safety concerns, such as extended duty hours due to duty position requirements. (T-3).

4.1.3. (ANG) Annually, ANG lodging managers determine eligible members and have supporting documentation. This allows for proper budgeting of funds for lodging accommodations.

4.1.4. (ANG) Lodging at no expense to the eligible unaccompanied personnel during IDT is not a benefit guaranteed by the ANG and is contingent upon funding and the discretion of the installation commander or site commander. (T-3).

4.1.5. Air Force Reserve Officer Training Corps (AFROTC) cadets participating in the

Operation Air Force Program and the Base Visit Program are priority one guests even though they are not in a per diem status.

4.1.5.1. They are not charged individually for services provided (except for incidental expenses, e.g., sundries, phone charges, etc.). (T-2).

4.1.5.2. They are not assigned to commercial lodging without prior approval from

AFROTC/DOSR. (T-2).

4.1.5.3. Use the following procedures for reimbursement

4.1.5.3.1. Operation Air Force Program and Base Visit Program: collect a copy of each cadet’s orders, indicate the daily service rate and estimated number of nights’ stay and fax a copy of the cadet’s orders to Holm Center/SDFB at DSN 493-2589 or commercial

(334) 953-2589, within 5 days after checkout. Holm Center/SDFB provides a

Government Travel Account (credit card) number to pay for room charges. Upon checkout, fax a copy of the paid bill/receipt to Holm Center/SDFB.

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4.2. Support of Tenant Units. Host base lodging managers support personnel assigned or on

TDY to tenant and attached units. Host-tenant or inter-service support agreements should reflect this support.

4.2.1. (ANG) ANG installations should first use other military lodging accommodations within the surrounding area before securing commercial lodging for eligible unaccompanied personnel during IDT.

4.2.2. (ANG) TDY personnel to ANG installations will be lodged either on the installation where military accommodations are available or in commercial lodging. (T-3). TDY personnel will pay their own lodging expense utilizing their government travel card. (T-3).

4.2.3. (ANG) TDY–to–school students should utilize the nearest lodging facility to their training site (military accommodations available or in commercial lodging) to eliminate…