MEMORANDUM FOR RECORD
SUBJECT: Command Policy Letter #1 (Leave and Pass Policy)
1. References: Army Regulation (AR) 600-8-10, Leaves and Passes
2. Purpose. To provide clear guidance regarding leave and pass procedures, assure compliance with AR 600-8-10 and enhance the safety and accountability of Soldiers within the unit.
3. Applicability: This policy applies to all Soldiers assigned or attached to this unit.
4. Commander's Intent:
a. Leaves and passes are privileges that must be approved by the Troop Commander. At the same time, Soldiers work hard for and earn their leave; therefore, leaders must execute an equitable and consistent program in their sections to ensure our Soldiers get the time off they deserve, while meeting mission and regulatory requirements.
b. Safety is a major concern. Platoon Sergeants will ensure that there is a safe travel plan in place before members of their sections are approved to depart on leave or pass. The Soldiers' supervisory chain is responsible for making sure that this plan is in place. Approval of leave and/or pass will in part be conditional on having an agreed upon travel plan, COVID mitigation measures put in place (14 days post full vaccination cycle), and no overdue items listed on current IMR. I want to ensure that individuals are not trying to stretch the limits of what is reasonable by planning to drive too far without proper rest, by operating an unsafe vehicle or by doing anything else that may result in them getting into an accident.
5. Leaves:
a. Leave will be administered in accordance with AR 600-8-10 and this Policy Letter. The DA Form 31, Request and Authority for leave, will be used to request and approve authorized leave. Ordinary leave consisting of one to 30 days will be signed by the Troop Commander. All leave requests submitted for approval in this category must be turned in 15 days prior to the start date. There is an automatic exemption to the 15 days prior policy for Soldiers requesting Transition and Permanent Change of Station Leaves.
b. Approving authority for leave requests in excess of 31 days and OCONUS is the Squadron Commander. Leave requests in this category are due to the Troop Commander no later than 30 days prior to start leave date.
c. When submitting leave requests, the following documents/items are required to accompany the DA Form 31: most recent LES, DA Form 4856, Leave Counseling Statement (CRF Personnel Only), IMR, and COVID mitigation (counseling or 14 days post full vaccination cycle). If traveling by air, bus, or train, an itinerary of your travel plans must accompany your leave request. DO NOT make flight arrangements prior to receiving a signed DA 31 as they cannot and will not be honored.
d. Leave outside the United States - DOD policy states that if you desire leave or travel outside the United States, you must obtain a country brief, mandatory clearance and prior approval in addition to ordinary leave requirements. Requests for OCONUS leaves will be submitted NLT 60 days in advance to the BN S-2 for processing.
e. Paternity/Maternity Leave will be taken IAW Army Directive 2019-05 (Army Military Parental Leave Program). This policy may be summarized as (some exceptions apply):
i. Primary Caregiver Leave: A 6-week period of non-chargeable leave granted to a designated primary caregiver for the care of a child obtained through a qualifying birth event or adoption.
ii. Secondary Caregiver Leave: A 21-day period of non-chargeable leave granted to a designated secondary caregiver for the care of a child obtained through a qualifying birth event or adoption.
f. Convalescent Leave - Soldiers who are recommended to receive Convalescent Leave will secure the documentation for this leave from their physician, attach it to a completed DA Form 31, and follow the same procedures as Ordinary leave.
g. Emergency Leave - Request for emergency leave will be approved by the Troop Commander. Emergency leave is exempt from the 15 days requirement in paragraph 5(a).
h. Requests for extension of leave will be granted only under emergency circumstances and will only be approved by the Troop Commander. Soldiers requesting leave extension must notify their supervisor at least 2 days prior to the expiration of the leave, if possible. Return to duty by the original leave end date is required if the extension is disapproved.
6. Passes: Regular and Special (IAW AR 600-8-10)
a. Regular Pass is a short, authorized absence from post or place of duty during normal off-duty periods (including official holidays). A Trooper remains in an available for duty status during normal off duty hours unless absence is authorized. A pass is required for any overnight absence from a Soldier's normal place of domicile. A regular pass period will not exceed 3 days in length, to include public holidays or training holidays.
b. Special Pass: I may grant special passes of up to 4 days for deserving Soldiers. A 4 day special pass must include at least two consecutive non duty days. Example of a 4 day special pass is one that covers a weekend and normally begins at the end of working hours on a given day and ends with the start of normal working hours on the fifth day (example: Thursday after close of business until the start of the duty day on Tuesday).
c. Soldiers will be physically present in the local area (defined as on post, duty station, or at the location from which the Soldier regularly commutes to duty) at the beginning and ending of leave and/or pass. Failure to comply with this requirement will result in UCMJ action.
d. Passes may not be granted if Soldiers have use or lose leave days.
e. Soldiers traveling less than 250 miles require the documents listed in paragraph 5(c) above. The first line supervisor will sign the request to verify that the Soldier has a safe travel plan in place. The Platoon Sergeant will also give a comprehensive pre-departure safety brief not later than the last duty day prior to the start of the leave/pass.
f. Soldiers traveling more than 250 miles. In addition to the requirements of the above paragraph, the Soldiers will see the 1SG and/or troop commander. Soldiers are not encouraged to travel over 500 miles on a pass; these requests will be approved on a case by case basis.
g. Soldiers desiring to travel more than 250 miles one way, during periods when they are off duty, must be on an approved mileage pass and have a travel plan per paragraph 5(c) above. Requests turned in late may be disapproved.
7. The point of contact for this memorandum is the undersigned at (123) 456-7890 or roscoe.p.coltrain.mil@mail.mil.
