On April 30, 2026, the Department of the Army, a component of the Department of Defense (DoD), announced its intent to reinstate a critical information collection requirement vital to the operations of the Army and Air Force Exchange Service (Exchange). This action, published in the Federal Register, signifies the DoD's submission to the Office of Management and Budget (OMB) for clearance under the provisions of the Paperwork Reduction Act. The reinstatement, identified by OMB Control Number 0702-0131, ensures the Exchange's capacity to facilitate Permanent Change of Station (PCS) travel for its employees and their dependents, a function directly supporting military communities worldwide. Interested parties have until June 1, 2026, to submit comments on this proposal.
Background and Operational Necessity
The Army and Air Force Exchange Service operates as a Nonappropriated Fund (NAF) Instrumentality of the United States. Its enduring mission is to provide quality goods and services to military members and generate earnings that directly benefit Morale, Welfare, and Recreation (MWR) programs. To fulfill this mission effectively, the Exchange employs a civilian workforce whose relocation is often necessary for operational continuity and efficiency.
This information collection is specifically designed to manage all official PCS travel for Exchange employees and their families. The data collected is essential for the Exchange's Human Resources (HR) Travel personnel to determine an employee's eligibility for travel benefits, obtain necessary international travel documents such as passports and visas, and authorize various travel expense reimbursements. For employees selected for official PCS or new hires requiring relocation, the process involves submitting requests and related forms through a secure internal portal. The collected data, which includes employee, dependent, and shipment information, is then used by the HR travel team to create official PCS orders, arrange for the movement of household goods, and process financial reimbursements. The electronic storage of this information further allows for efficient verification with financial institutions, the Internal Revenue Service, and insurance providers as needed to facilitate the relocation.
Annually, this collection affects approximately 250 individuals or households. Each respondent is expected to spend an average of 30 minutes providing the required information, totaling an estimated 125 annual burden hours. The frequency of response is described as "on occasion," reflecting the sporadic nature of individual PCS moves rather than a recurring obligation for all employees.
Legal and Regulatory Framework
All federal information collections, including this one, are subject to review and clearance by the OMB under the Paperwork Reduction Act of 1995. This Act aims to minimize the paperwork burden on individuals and businesses, ensure the utility of government information, and improve the quality of federal information. The current submission is a request for reinstatement of a previously approved collection, indicating its continued necessity for the Department of Defense.
The authority for this specific information collection is grounded in several statutory and regulatory provisions. These include Title 10 U.S.C. 7013, which pertains to the Secretary of the Army, and Title 10 U.S.C. 9013, which relates to the Secretary of the Air Force. Further authorization comes from Army Regulation 215-8/DAFI 34-110(I), which governs Army and Air Force Exchange Service Operations. Additionally, the collection references Executive Order 9397, as amended, which established the use of the Social Security number as a universal identifier for federal record keeping, a common practice in personal data collection for government purposes.
Implications for Military Support and Readiness
The seamless relocation of Exchange employees is not merely an administrative detail. It is an operational necessity that directly impacts the quality of life and support services available to military personnel and their families both domestically and abroad. By ensuring that the Exchange can effectively manage its workforce, the DoD maintains the continuity of services that contribute to overall military morale and readiness. The provision of quality goods and services and the generation of funds for MWR programs are integral to the holistic support network for the armed forces. Any disruption to the Exchange's ability to staff its operations could have cascading effects on these vital services.
The voluntary nature of the respondent's obligation means that while employees are not compelled to provide the information, doing so is a prerequisite for utilizing the official PCS travel and relocation benefits offered by the Exchange. This highlights the practical necessity of the collection for those seeking to transfer or commence employment requiring relocation.
Public Participation in the Regulatory Process
As part of the OMB clearance process, the DoD is soliciting public comments on the proposed information collection. This 30-day notice period allows interested parties to provide feedback on aspects such as the necessity of the information, the accuracy of the burden estimate, the practical utility of the data, and ways to minimize the burden on respondents. Comments must be received by June 1, 2026, and can be submitted electronically through www.reginfo.gov/public/do/PRAMain, by searching for "Currently under 30-day Review-- Open for Public Comments" or using the search function. This public engagement is a cornerstone of the Paperwork Reduction Act, ensuring transparency and accountability in federal data collection practices.
