DoD Executive Secretariat Process
for Military Aircraft (MILAIR) Requests
transportation is a premium mode of travel involving high costs and limited
resources. All DoD employees at any
level including commanders and airlift authorizing officials shall restrict
travel based on considerations such as purpose of the trip, method of
transportation required, and priority of travel. Every effort shall be made to minimize travel
cost.” (DoDD 4500.56) Senior Travelers’
staff will ensure review of applicable Directives and Policies prior to
submission of MILAIR requests.
behalf of the Secretary of Defense (SecDef), the DoD Executive Secretary is the
approval authority/responsible for:
Officials pursuant to the Economy Act or as directed by
the President via White House Support Mission requests.
Senior Officials within OSD and Defense Agencies, excluding
requests delegated to the Secretaries of the Military Departments, the CJCS,
and the CCDRs.
requests within the National Capital Region (NCR) for
all DoD Senior Officials.
travel when requests exceed available executive airlift
(ETP) requests for SecDef or DepSecDef approval.
Use Traveler Designation requests for SecDef approval.
In order to ensure requisite processing and ExecSec review/decision,
final requests must be submitted accordingly:
business days prior for stateside or overseas travel.
business days prior for team
travel (nine or more persons).
All requests for military air transportation must:
Meet the requirements as specified in DoD Directive
4500.56, DoD Policy on the Use of
Government Aircraft and Air Travel, and other DoD policies and
Be staffed through one organizational level above
the senior traveler to the Executive Secretary.
ACTION MEMO is not required. Supporting
documentation (e.g., agendas, conference approval paperwork, sub-component
requests, etc.) may be required/provided.
o Exception: Senior traveler reports directly to the
SecDef (i.e., an ASD submits a request through USD for endorsement, to ExecSec
for decision; an USD submits directly to ExecSec).
o Note: Per DepSecDef memorandum, transportation
requests require component Principal/Deputy validation as “Mission Critical.”
Be signed by the senior traveler, no
Clearly compare transportation costs (military
versus commercial air).
Include detailed justification for a compelling
Changes to itinerary dates, travel locations, or
passenger list will require resubmission of a revised request.
After the Executive Secretary disapproves, or approves
and tasks, a travel request:
Requesters will receive a copy of Executive
Secretary approval or disapproval notification.
Airlift planners will contact the POC listed on the
MILAIR request memo.
Rotary-wing aircraft – Rotary-wing is costly, and will only be used when
ground transportation would have a significant
adverse impact on the senior traveler's ability to effectively accomplish
the official purpose.
Consideration – MILAIR will
not be used if commercial aircraft (including charter service) are reasonably
available. Government and DoD policies define
reasonably available as meeting the itinerary within 24 hrs. Government and DoD policies direct
senior travelers to adjust their itinerary, whenever possible, to allow for
commercial travel. This includes leaving
the day prior and/or departing the day after events.
Operational Consideration – There may be compelling operational
considerations that make the use of mil air justified even if not cost
effective. Include the as
justification. Merely stating,
"secure communications are required" or "MILAIR required due to
security concerns" will not suffice. Attach supporting documents as needed. Some potential operational considerations are:
Secure Communications- Although secure communications are desirable for
many senior travelers, it is rare that
they are required for a
non-tier 2 (Required Use) traveler, and should be based on the SecDef’s need to communicate with the
senior traveler enroute.
Scheduling Conflict- A scheduling conflict prevents the use of
commercial air. The conflict must be outside
the control of the senior travel and of a nature that appropriate to request
SecDef approval for the use of a military aircraft (i.e. meeting with the
SecDef, meeting at the White House, Congressional testimony).
Security Concern- An appropriate agency (i.e. DIA) must formally document
the security concern. The existence of a credible threat does not automatically
prevent the use of commercial air.