DD Form 1618 Department of Defense (DoD) Transportation Agreement Transfer of Civilian Employees to and Within Continental United States (Conus)

What Is DD Form 1618?

DD Form 1618, Department of Defense Transportation Agreement Transfer of Civilian Employees to and within Continental United States (CONUS) is a form used to document the Government time in service requirements in order to pay back the employees for their travel and transportation expenses related to their transfer to or within the CONUS territories.

An updated DD Form 1618 fillable version is available for download through the link below or can be found through the Executive Services Directorate website.

The agreement - sometimes confused with the DA Form 1618, Application for Detail as Student Officer at a Civilian Educational Institution or at Training With Industry - was last revised by the Department of Defense (DoD) in November 1999 with all previous editions obsolete.

The DD Form 1618 is a part of a set of transportation agreements. This set also includes the DD Form 1616, Transfer of Professional School Personnel Outside the Continental United States (OCONUS) and the DD Form 1617, Transfer of Civilian Employees Outside CONUS.

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DEPARTMENT OF DEFENSE (DOD) TRANSPORTATION AGREEMENT
TRANSFER OF CIVILIAN EMPLOYEES TO AND WITHIN CONTINENTAL UNITED STATES (CONUS)
(48 Contiguous States and the District of Columbia)
PRIVACY ACT STATEMENT
s
(5 U.S.C. s552a)
s
s
s
AUTHORITY: 5 U.S.C. s5701, s5723, s5724, and E.O. 9397 (SSN).
PRINCIPAL PURPOSE(S): Used to establish Government time in service requirements in order for the employee (including
new appointees or student trainees) to be eligible for travel and transportation expenses when transferred to and within the
Continental United States (48 contiguous States and the District of Columbia).
ROUTINE USE(S): In addition to being used by officials and employees of the applicant's Service in determining eligibility for
travel and transportation expenses, the information contained herein may be provided to law enforcement personnel
investigating those suspected of fraudulently obtaining allowances.
DISCLOSURE: Voluntary; however, completion of this form is necessary before transfer can be authorized and expenses
paid. The personal information requested is necessary to properly identify the employee.
A. EMPLOYEE NAME
B. EMPLOYEE SSN
(Last, First, Middle Initial)
C. NEW APPOINTEE OR STUDENT
TRAINEE
YES
NO
D. REPORT DATE TO NEW OR FIRST PERMANENT DUTY
E. NEW OR FIRST PDS LOCATION
STATION (PDS)
(YYYYMMDD)
F. SIGNATURE OF DESIGNATED CIVILIAN PERSONNEL
G. ACTUAL RESIDENCE AT TIME OF APPOINTMENT
OFFICER/HUMAN RESOURCES OFFICER OR DESIGNEE
(To be determined at time of initial agreement)
s
s
1. 5 U.S.C. s5723 and s5724, as amended, provide, under certain conditions, for travel and transportation expenses of an
employee (including eligible new appointees or student trainees in certain circumstances), appropriate allowances for the
employee's immediate family, movement and storage of household goods (HHG) and personal effects, and certain other
allowances incident to an appointment or transfer to and within CONUS. Under the law, the allowances are not authorized
unless an employee agrees in writing to remain in the Government service for a minimum of 12 months. Accordingly, to
establish eligibility for the authorized allowances, the following agreement must be executed.
2. I understand and agree that:
a. I will remain in Government service for a minimum of 12 months beginning with the date I report for duty at my new
or first PDS, unless I am separated for reasons beyond my control that are acceptable to the agency concerned.
b. If I fail to serve the required minimum period of time, or if I am removed for cause before expiration of the required
minimum period of service, I am obligated and will, upon demand, repay to the Government a sum of money equivalent to
what the Government paid for travel and transportation expenses and related allowances associated with the transfer of
myself and my dependents, e.g., househunting trip expenses, HHG storage and shipment, privately owned vehicle shipment,
CONUS temporary quarters subsistence expenses, (but not OCONUS temporary quarters subsistence allowance), real estate
and/or relocation expenses, miscellaneous expenses, and any other related allowances incident to my transfer, from
beginning point of travel to the PDS. The employing Agency may withhold any final pay due to me to apply against or
liquidate any indebtedness arising from a violation of this agreement. I understand that the amount of indebtedness will be
determined in accordance with the provisions of JTR, Chapter 4, Part H, which provide, in connection with a transfer to
CONUS, that I will be credited with any unused earned entitlement for return transportation and travel to my actual residence
upon separation from my PDS outside CONUS.
3. I understand that the period of service specified above is for the sole purpose of establishing my eligibility for payment of
travel and transportation expenses, and other related allowances which may be authorized.
(Continued on Back)
H. EMPLOYEE SIGNATURE
I. DATE SIGNED
(YYYYMMDD)
DD FORM 1618, NOV 1999
PREVIOUS EDITION IS OBSOLETE.
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DEPARTMENT OF DEFENSE (DOD) TRANSPORTATION AGREEMENT
TRANSFER OF CIVILIAN EMPLOYEES TO AND WITHIN CONTINENTAL UNITED STATES (CONUS)
(48 Contiguous States and the District of Columbia)
PRIVACY ACT STATEMENT
s
(5 U.S.C. s552a)
s
s
s
AUTHORITY: 5 U.S.C. s5701, s5723, s5724, and E.O. 9397 (SSN).
PRINCIPAL PURPOSE(S): Used to establish Government time in service requirements in order for the employee (including
new appointees or student trainees) to be eligible for travel and transportation expenses when transferred to and within the
Continental United States (48 contiguous States and the District of Columbia).
ROUTINE USE(S): In addition to being used by officials and employees of the applicant's Service in determining eligibility for
travel and transportation expenses, the information contained herein may be provided to law enforcement personnel
investigating those suspected of fraudulently obtaining allowances.
DISCLOSURE: Voluntary; however, completion of this form is necessary before transfer can be authorized and expenses
paid. The personal information requested is necessary to properly identify the employee.
A. EMPLOYEE NAME
B. EMPLOYEE SSN
(Last, First, Middle Initial)
C. NEW APPOINTEE OR STUDENT
TRAINEE
YES
NO
D. REPORT DATE TO NEW OR FIRST PERMANENT DUTY
E. NEW OR FIRST PDS LOCATION
STATION (PDS)
(YYYYMMDD)
F. SIGNATURE OF DESIGNATED CIVILIAN PERSONNEL
G. ACTUAL RESIDENCE AT TIME OF APPOINTMENT
OFFICER/HUMAN RESOURCES OFFICER OR DESIGNEE
(To be determined at time of initial agreement)
s
s
1. 5 U.S.C. s5723 and s5724, as amended, provide, under certain conditions, for travel and transportation expenses of an
employee (including eligible new appointees or student trainees in certain circumstances), appropriate allowances for the
employee's immediate family, movement and storage of household goods (HHG) and personal effects, and certain other
allowances incident to an appointment or transfer to and within CONUS. Under the law, the allowances are not authorized
unless an employee agrees in writing to remain in the Government service for a minimum of 12 months. Accordingly, to
establish eligibility for the authorized allowances, the following agreement must be executed.
2. I understand and agree that:
a. I will remain in Government service for a minimum of 12 months beginning with the date I report for duty at my new
or first PDS, unless I am separated for reasons beyond my control that are acceptable to the agency concerned.
b. If I fail to serve the required minimum period of time, or if I am removed for cause before expiration of the required
minimum period of service, I am obligated and will, upon demand, repay to the Government a sum of money equivalent to
what the Government paid for travel and transportation expenses and related allowances associated with the transfer of
myself and my dependents, e.g., househunting trip expenses, HHG storage and shipment, privately owned vehicle shipment,
CONUS temporary quarters subsistence expenses, (but not OCONUS temporary quarters subsistence allowance), real estate
and/or relocation expenses, miscellaneous expenses, and any other related allowances incident to my transfer, from
beginning point of travel to the PDS. The employing Agency may withhold any final pay due to me to apply against or
liquidate any indebtedness arising from a violation of this agreement. I understand that the amount of indebtedness will be
determined in accordance with the provisions of JTR, Chapter 4, Part H, which provide, in connection with a transfer to
CONUS, that I will be credited with any unused earned entitlement for return transportation and travel to my actual residence
upon separation from my PDS outside CONUS.
3. I understand that the period of service specified above is for the sole purpose of establishing my eligibility for payment of
travel and transportation expenses, and other related allowances which may be authorized.
(Continued on Back)
H. EMPLOYEE SIGNATURE
I. DATE SIGNED
(YYYYMMDD)
DD FORM 1618, NOV 1999
PREVIOUS EDITION IS OBSOLETE.
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4. I understand and agree that the address shown above is my actual residence at time of appointment and that this address
will be used for the purpose of determining transportation entitlement and that it may not be later changed for personal
reasons. I also understand that upon completion of the 12-month minimum period of service specified in this agreement, I
will not be eligible for return transportation at Government expense for myself, my dependents and HHG to my actual
residence at the time of my appointment. I further understand that completion of the above period of service does not
terminate my employment and I may continue to serve in the same position or any other position to which I am assigned for
a longer period in accordance with the employing agency regulations. This agreement neither limits nor guarantees the
duration of my employment.
5. I also understand it is neither cost effective nor efficient for DoD to pay for more than one permanent change of station
(PCS) move during any 12-month period. Accordingly, except as provided in JTR, par. C4100, I am not entitled to any
further PCS transfers within DoD, at Government expense, for a period of 12 months from the date of this transfer. This
policy does not preclude my acceptance of another position for which PCS expenses may not be allowed.
NOTE: Employee should retain a copy of signed transportation agreement for their personal files.
J. OTHER REMARKS
(To be completed by personnel office or employing agency officials only.)
DD FORM 1618 (BACK), NOV 1999
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Download DD Form 1618 Department of Defense (DoD) Transportation Agreement Transfer of Civilian Employees to and Within Continental United States (Conus)

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How to Fill out DD Form 1618?

DD Form 1618 instructions are as follows:

  1. The submission of travel authorization requests should start with completing the DD Form 1614, Request/Authorization For DoD Civilian Permanent Duty Or Temporary Change Of Station (TCS) Travel.
  2. All current Department of Defense Education Activity (DoDEA) employees should log into TOPS Online to create the necessary documentation. If the traveler is a new employee, the order will be initiated by the DoDEA Human Resources, based on the data provided by the employee.
  3. Next, the traveler will need to complete one of the transportation agreements, depending on their position and the location of travel.
  4. The DD 1618 consists of 10 Blocks denoted by letters A through J and a pre-printed agreement.
  5. Blocks A and B require the full name and social security number of the traveling employee. Block C must be filed if the employee is a new appointee or a student trainee.
  6. It is necessary to indicate the date of the report date and the Permanent Duty Station (PDS) location in Blocks D and E correspondingly.
  7. Block F should contain a signature of the designee, the civilian personnel officer or the human resources officer.
  8. Information about the residence at the time of appointment should be entered in Block G.
  9. The employee must sign and date the form in Blocks H and I.
  10. Block J is reserved for any remarks the employing agency or the personnel office officials may have.
  11. The DD 1614 is submitted via TOPS prior to the DD 1618. When the DD Form 1618 is complete, it is submitted via e-mail to the Defense Logistics Agency Human Resources (DLA HR) with all supporting documentation.
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