Attachment_7_GATES_Instruction_17Dec15_Final.docx

Department of Defense (DoD) Travel Management Company (TMC) Services for Small Business Set Aside - Attachment 7 – Global Air Transportation and Execution System (GATES) Instructions

Global Air Transportation and Execution System (GATES) Instructions

1. Travel Management Company (TMC). The TMC shall make official air transportation travel arrangements on Patriot Express missions using the Global Air Transportation and Execution System (GATES) when required by the TMC contract.

2. GATES access. Information is available at https://www.my.af.mil/gcssaf/USAF/AFP40/d/1074111948/Files/a4t/a4ti/gates/accessprocess/gatesrequesttemplate.pdf or by contacting Air Mobility Command (AMC)/A4TI, Scott AFB, IL, commercial 618-229-8174 or DSN 779-8174. New users require a National Agency Check or equivalent security clearance before a GATES password will be granted. The government will coordinate communication issues with the GATES Program Manager to assist with connectivity and provide software updates as required. The contractor is responsible for installing software updates when required.

3. GATES user manual. Is available at https://www.my.af.mil/gcss-af/USAF/AFP40/d/1074111948/Files/a4t/a4ti/gates/hello.html. The TMC will be required to register for an Air Force Portal account to gain access to the document.

4. Booking reservations. Involves accessing missions, finding potential missions that satisfy a passenger’s requirements, and then selecting one of those missions. GATES provides the capability to book passenger, pet, and group reservations.

5. Unique Control Numbers (UCN). Upon confirming reservations, GATES automatically assigns a UCN for travelers TMC shall complete AMC travel document in accordance with the Defense Travel Regulation (DTR) 4500.9-R, paragraph 103, J, 3a. A local UCN register must be maintained by the TMC/Travel Management Flight (TMF) on a fiscal year basis. The UCN is annotated on four copies of the travel order in the upper left hand corner and is distributed as follows:

a. TMC/TMF retains one station file copy.

b. Two copies to the member, one to turn in at the AMC terminal prior to travel and the other one to file with their travel voucher.

c. TMC/TMF forwards a copy to the local Financial Services Office for TDY travelers only.

6. Travelope/Passenger Checklist. The TMC must brief all travelers concerning applicable flight information at the time tickets are issued. Use of the PNR, invoice, travelope, passenger checklist or any locally developed form. (see AFI 24-201, Attachment 4) is highly recommended.

7. Patriot Express process. The process from beginning to end, booking the reservation and issuing the UCN takes about 10 minutes.

8. Training. The local transportation office will coordinate GATES training prior to implementation of the contract. The contractor shall be responsible for coordinating and scheduling GATES training with the government in sufficient time to ensure personnel are trained prior to contract start date.

9. Additional guidance. Refer to Defense Transportation Regulation 4500.9-R, Part 1, Chapter 103 at http://www.transcom.mil/dtr/part-i/dtr_part_i_103.pdf and Air Force Instructions 24-201 at http://www.af.mil/shared/media/epubs/AFI24-101.pdf.

10. The above GATES process may be further defined by the local transportation office.