MOD Travel Bookings

Travelling on MOD Business? Be sure to take the right route for travel booking so you don’t end up out of pocket!

MOD Travel Booking via GBT – Key Points explained
 
Mandated Travel Route:
 

• All MOD travel must be booked through the GBT portal.

• Exemptions are only allowed if GBT cannot meet the travel need (out of contract scope).

 
Conditions for Travel Exemption:
 

1. Exhaust GBT Options: Demonstrate why GBT cannot meet the travel need.

1. Price Match Promise: Use GBT’s price match process if a lower price is found elsewhere.

1. Independent Bookings: Seek commercial advice to ensure the lead traveller is authorised to commit departmental funds.

1. Authorisation: Secure line manager and budgetary approval for the selected travel method.

1. Exemption Request Form: Submit a formal request for approval.

 
Advantages of Booking Through GBT:
 

• Guaranteed booking with emergency assistance.

• Cancellation cover included.

• Travel data captured for budget management.

• Access to exclusive, cost-effective rates.

• Price match process available for lower prices found online.

• Accessible on private devices (no MODNET/DII required).

 
Conclusion:
 
Booking through GBT is the most cost-effective, secure, and value-for-money solution for the vast majority of MOD travel needs. It offers significant advantages, including guaranteed bookings, emergency support, cancellation cover, and access to exclusive rates. Exemptions should only be requested as a last resort when GBT cannot meet the travel need, and the process requires proper justification and authorisation.
 
 
Travel Exemptions for Overseas Personnel (SHAPE-Based)
 
Attention all personnel,
 
Please be advised of the latest guidance regarding travel exemptions for those posted overseas. The OMNI App is not suitable for processing travel exemption requests in these cases, and any applications submitted via the app will be rejected. To ensure your travel exemption requests are processed correctly, please follow the instructions below:
 
Travel Exemptions for GSO-Related Travel:
 

• Use the form titled 20240221-UKStratCom Exemption Request Form_Blank.xlsx.

• Submit the completed form via email to UKSTRATCOM-Corp-GOV-Group@mod.gov.uk.

 
NATO Travel:
 

• Use the form titled 20240419-EASP_NATO_TDY_GBT_Exemption Form-O.odt.

• Submit the completed form via email to SHAPEUKNMR-RegistryGrpMailbox@mod.gov.uk.

 
Queries:
 

• Direct any questions to EJSU-J1-Travel-Mailbox@mod.gov.uk.

 
Please note that that the above is based on information up to October 2023.

 

 

New Schengen Area Entry Requirements, please read

New Schengen entry requirements 
From 12 October 2025, the European Union’s (EU) new Entry/Exit System (EES) will begin. 

When travelling into and out of the Schengen area, for short stays, you may need to:

• have you fingerprints and your photo taken
• answer the Schengen Border Code questions  

If you enter the Schengen area through the Port of Dover, Eurotunnel at Folkestone or St Pancras International, this information will be taken at the border, before you leave the UK. You may also need to provide either your fingerprint or photo when you leave the Schengen area.
 
EES may take each passenger a few extra minutes to complete so be prepared to wait longer than usual at the border once the system starts. 
 
Read more information on the EU Entry/Exit System and to understand which countries are in the Schengen area.

For more specific information on travelling in France, click here
And for more detailed information on travelling to Belgium, click here

 

How satisfied are you with family life while serving overseas?

The OverseasFamilies Survey:

• Who is the survey for? The survey is for Armed Forces (Regular and Reserve) personnel assigned overseas and their spouses or partners. 

• When will the survey close? The survey opened onMonday 16 June 2025 and will close at 11.59pm,Saturday 30 August 2025. 

• What are the aims of the survey? Survey results will inform Defence’s current and future policies and processes to help overseas families manage various aspects of Service family life.  

• What will the survey cover? The survey focusses on childcare, spousal / partner employment, communications, education, and safeguarding.  

• How can people take part? The survey can be accessed online – by both Service personnel and their partners – using a personal or MODNET device. Survey responses are anonymous. 

• Previous results: View results from the 2023 Overseas Families Survey on GOV.UK. This survey is being delivered by the Ministry of Defence 

Mons Sunset Festival, 16th August 2025, 13:30 onwards

Six free concerts in the Parc des Anciens Abbatoirs form the Mons Sunset Festival this month. Come and enjoy the convivial, family atmosphere, get your dancing shoes and party on to this open-air festival in the sunshine.

WHEN: Saturday 16th August 2025, 13:30 onwards
WHERE: Parc des Anciens Abbatoirs, Mons
WHO: All welcome, family-friendly event 
HOW MUCH: FREE

Updated: School Children’s Visits Journey by car Reimbursement, please read

Do you have children at Boarding School? If so, read on….

Clarification addressing how the reimbursement for School Children's Visits (SCV) journeys by car is calculated  has been updated in the JSP policy. Please be sure to update yourself. 

If you would like any further information, contact the HIVE on RC-Pers-HIVE-SHAPE-0Mailbox@mod.gov.uk or simply call into the Office!

IMPORTANT Information regarding SOFA and Protocol IDs

For the Attention of All SOFA and Protocol ID Card Holders:

If you are departing soon and your current SOFA and Protocol ID Card is due to expire in less than 3 months, please be advised that the Pass Office will not renew your card.
 
We kindly request that you check and arrange the earliest possible time for de-registering your vehicle, as this process may be affected by the expiration of your ID card.
 
Thank you for your attention to this matter.

SAVE THE DATE! For Tanks in Town 2025

This is the month that the Tanks arrive in Town. Save the Date in your Diary for the 24th Edition of this incredible annual event.

CHIEVRES Game Time, Saturday 9th August 2025, 13:00

Don’t miss CHIEVRES Game Time on Saturday 9th August 2025.

No need to register, just turn up and join in.

To attend the session without an adult, young people must be aged 11+.

Don’t forget your SHAPE I.D. and an additional piece of I.D. to access CHIEVRES.