This is an unofficial guide based on student experiences. For the most authoritative, up-to-date information, see the official orientation website.
There are many things to consider as you prepare to head out to post, from flight reservations to vaccinations for you, your EFMs, and even your pets. We've included helpful information and links below to get you started. Several of the below links require OpenNet access, which you will receive during Week One.
The PCS Portal is a one-stop shop for almost all PCS-related tasks from building a travel itinerary to submitting a final voucher upon arrival at post. The portal can be accessed through MyServices on MyApps. Select “Create New Move” to begin the process.
Note: If you don’t have access to MyServices, follow the on-screen instructions to request an account. The agency code for the State Department is 1900. You may list the Deputy Orientation Coordinator or your CDO as your supervisor.
CWTSato Travel is the official travel services provider for the State Department.
If you are leaving during the busy summer transfer season or are traveling with pets, call CWT as soon as you can to ensure you are able to travel on your chosen dates. However, before you contact CWT, we recommend you do some research about flight options on your preferred dates of travel. CWT agents are available at 1-866-654-5593 (toll free) or 1-703-682-7330, Monday through Friday, from 7:00 a.m. to 10:00 p.m. EST.
Note: You do not need an approved TMFOUR to begin arranging travel, but you will need an approved TMFOUR to be issued tickets.
Pro Tip!
Double-check that there is a ticket number on your itinerary. This number, as opposed to just a record locator, indicates that the ticket was actually purchased and not just reserved.
If you haven't already, review your post’s Pet Report on Post Info to Go to gather information about what will be required for your pet(s) to not only travel with you, but to legally enter your assigned country (this information may also be included in your TMTHREE). It's also advisable to reach out to your post's GSO to alert them you will be bringing a pet and ask for any updates or changes to procedure.
Pro Tip!
When you are arranging flights with CWT, immediately inform them that you have a pet accompanying you on your travels (whether in-cabin, as extra luggage, or as cargo), as this will change the available route options.
Non-Local Hires are authorized five consultation days, which includes up to two days for pack-out. Taking fewer consultation days is allowed if it facilitates a smoother transition to Post. Local Hires are authorized two administrative days for pack-out.
If your consultation or admin days have not been scheduled near your departure date, work with your CDO to see if they can move them. More info about the Foreign Transfer Allowance and Consultation Days can be found here.
After you receive your TMONE, you'll receive a DS-1640. If your CDO did not request one on your behalf, you can submit the request on your own through My Apps (GTM Next > Service Catalog > Assignments and Travel > Request for Passport Services). With your DS-1640, you are free to schedule an appointment with the Special Issuance Agency (SIA). To request an appointment, e-mail SIA at CA-PPT-SIA-PASSPORTS@state.gov or use their online scheduling tool
Detailed instructions about the process, including how to complete the paperwork, is available on the Special Issuance Passport Page (Intranet).
Additonal Passport Resources
For instructions on how to request a diplomatic visa to your assigned country, visit SIA's page Visa Information for Diplomatic Passports (OpenNet and GoVirtual Only). Specific information on the visa process for the country to which you are assigned should also be included in your TMTHREE. Questions? E-mail the Special Issuance Agency Visa Unit at CA-PPT-SIA-VISA-UNIT@state.gov
Pro Tip!
Personnel traveling within the next two weeks may consider submitting their visa application(s) directly to the foreign embassy for faster processing. Please follow instructions available on the website of the foreign embassy representing the country to which you have been assigned.
Further information on the visa process should be included in your TMTHREE. Visas are country-specific, so please reach out to the MGT/GSO section at post to see if they require any additional paperwork.
Prior to departing for post, update your medical clearance with any changes by completing a DS-3057 form and submitting it to Medical Records at MEDMR@state.gov.
For all overseas vaccine requirement inquiries, please contact the MED Travel Clinic at medtravelclinic@state.gov. They can answer all of your questions regarding required and recommended vaccines for your country of assignment.
MED Home Page: Links for all MED-related programs; has MED Customer Dashboard where you can check your medical clearance.
MED Clearances: All information related to MED clearances, including forms, instructions, 5/8 waivers, post approvals, etc.
Once you have your TMONE, you can contact post to introduce yourself and provide your estimated arrival date and the number of EFMs/pets you will be bringing with you. We recommend including your supervisor/deputy supervisor, GSO, and CLO on the e-mail so they can all begin planning for your arrival. To figure out who these people are, ask the person currently in your position at post or look at the list of Key Officers in Post Profiles (OpenNet only).
Pro Tip!
Your predecessor's last name is listed on your TMONE near the top in a sentence that looks something like this: “Assign to Shanghai Position No. ######## as CONSULAR OFFICER vice SMITH via training...” Use this last name plus the city to do an advanced search in the Global Address List (GAL) to locate an e-mail address.