Sponsor S Aide Memoire
Sponsor’s Aide Memoire
Firstly, allow me to thank you for agreeing to act as sponsor for one of our new arrivals to the Tidewater area of Virginia. I am sure if you cast your mind back that you will agree that the initial contact with someone based in the USA was extremely valuable as you prepare for your families departure and those first few days in country. Some of you will have memories of receiving a comprehensive service from your sponsors and were grateful for it: others perhaps received a less than complete service. All we ask is that you provide a level of assistance that you and your family would have been happy to have had and more importantly that your charges require.
To assist you in this important role as sponsor, we have compiled this comprehensive Aide Memoire with achecklist. All that we ask is for you to complete all of the steps listed, so that collectively we know we have provided a minimum level of support. Please don’t forget the online sources that are also available to assist you in this role:
Finally, wehope you will be a great source of advice and support to the new arrival, but please remember that certain areas, specifically pay, allowances, travel,housing/furniture, will still need to be left to the USA Support Group (Tidewater) Team. If you have any questions or concerns over the coming weeks, I or a member of my team will be more than happy to assist you in carrying out this duty.
John Sullivan
Group Captain
United Kingdom National Liaison Representative
001 757 747 4011
Commonly asked questions from new arrivals
What is the rent allowance for accommodation?
Housing in Virginia is sourced and allocated based on the sqft and rental ceiling limitation imposed by the British Embassy. The rental ceiling is based on the US Military rates. For further details, individuals should contact the Housing Co-ordinator direct.
Where is the best place to buy a car?
This is a difficult question as there are so many sources for second hand cars: CarMax, 1 Stop Auto, Priority Garages, Charles Barker, Craigslist, the list is endless. The BayBrits website now has a classifieds area where we are encouraging Brit families to try and sell their items/cars. Often word of mouth is as good as source as any.
Can I lease a Vehicle?
This is becoming a slightly more popular option amongst our personnel, the options on the make of car are very limited at this time, for further information please refer to the Baybrits Website.
What about insurance?
Although we cannot endorse a particular insurance company, we will provide details of the Sunrise Insurance Group, based in Florida, as they are happy to insure British drivers who are driving in the US on a British driving license. Once a Virginian driving licence has been obtained the choice of insurance companies opens up.
How will I get my social security number?
Details on applying for a social security number will be given during the Arrivals Brief. It should be noted that dependents will need to first apply for an Employment Authorisation Document, available from the Chief Clerk, prior to applying for a social security number.
What is the medical/dental coverage like and where will my medical/dental centre be?
Details on medical and dental coverage will be explained in the Arrivals Brief with the Hd of In Country Suppt, you as the sponsor should NOT give any advice regarding medical policy within the US, but you can give your opinion on the service you have received.
Sponsor’s checklist
Checking off all of the items on this list will ensure you have provided the minimum level of support to the incoming family.
Item / Notes / Done
Make contact with new joiner, introducing yourself and family / Exchange email/telephone contact details.
Offer advice and link to websites, where the New Arrivals Aide Memoire is available online /
Advise on BFPO Postal service and the need to bring out some UK stamps / for postage costs
Book appointments with NEX ID Lab, so individual and family can be registered on DEERS and get CAC cards issued / Children over 10yrs will be issued with an ID card. Appointments can be made online at
Ensure you are aware of flight details, expected arrival date in Virginia and initial hotel accommodation details / Arrange meet/greet at the airport and assist with luggage to hotel
Advise on restaurants, shopping malls / Help with the purchase bedding and other essentials (light bulbs, toilet roll, etc). On the day the property is taken over (where applicable).
Obtain a Hampton Roads/Tidewater area map / If possible, consider lending a Sat Nav, or advise new arrival to purchase one soon after arriving in country.
If the SP you are sponsoring will be working within NATO/SACT please remind them that they will need a NATO SC security certificate. / Should be gained in the UK through the losing units local security office.
Remind the sponsored SP that all important personnel documentation (Birth and Marriage Certificates) should be brought with them in their personal carry-on baggage, not sent as part of their shipping entitlement.
After Friday March In
New arrival will be marched into their new accommodation on the first working day after their arrival1
1normally Friday / Liaise with Housing Co-ordinator/Hd of In Country Support and confirm march-in timings
Assist with arranging US bank account / Required prior to arrange any split pay/payment of Accommodation Supplement Allowance and Small Electrical Grant – Please note, Navy Federal will require a CAC card to open. However other civilian banks do not, BOA for example.
Paper work received on the arrivals brief(normally Friday) should be completed and returned to the Hd of In Country Support, to allow JPA profiles to be updated.
normally on the Monday / Need to be in possession of:
Letter from US bank detailing account and transit code details, or a blank/Voided cheque
Pay statement with details of any advance of pay taken
Blank UK cheque for transferring advance of pay
into US$ at current FFR.
Item / Notes / Done
Take new arrival to US Command admin office to register and obtain security passes / Needs to be done prior to attending the DEERs office so they are on the system. Must be in possession of:
Escort family to DEERs office to collect CAC cards / Need to bring:
Marriage certificate
Birth certificates for children over 10yrs.
Assignment order
NATO Travel order
Advise on which medical facility the family needs to register at. / Provide location of Portsmouth hospital and advise personnel to visit UKGOV.NET for advice on medical emergencies.
Book Arrivals meeting with UKNLR / Co-ordinated through the Assistant to the UKNR
Collect hardcopy of ‘Handbook for New Arrivals to NATO SACT’ and book legal brief with NATO legal team. / Guide also available on BayBrits under New Arrivals
Expected Arrival Programme For Most New Arrivals
Thursxxxx / Depart Heathrow (LHR) on flight to Norfolk Int’l (ORF)Arrive ORF collect 14 day hire car. Sponsors may choose to greet new arrivals at the airport and assist with getting their family and/or baggage to the hotel
Check into local hotel - pre-booked through HRG or the Norfolk Office
Fri / March into new property, undertaking the New Arrivals Brief within your accommodation
Sat/Sun xxxxx / Sponsor and family meet up. Offer advice to help familiarise with local area. Arrivals should consider purchasing bedding, kettle and essentials- To note if the new arrival wants to open a Navy Cred bank account, this can only be done after the CaC cards have been issued. Civilian banks can be open without this, Bank of America for example..
Mon/
Tue xxxxxxx / Sponsor to take service person to US/NATO Cmd Admin cell to complete 1172, before collecting CAC and dependent’s ID cards from DEERs office (as sponsor you will have made this appointment)
Direct/take family to appropriate Military Treatment Facility (Boone/Oceana/Sewells Point) to register with the Tricare desk
Wed-Fri xxxxx / Settling into new home and source a vehicle/mobile phone/TV/Internet
Possibly some HO/TO requirements
Mon xxxxxx / Formally arrive at new department and complete HO/TO
Other items
Assist with Telecomms, TV, Internet, Mobile providers
Establish a good POC within the new workplace and pass on contact information so they can liaise directly
Offer advice on how to claim back utility costs using the online BDS CPC claims system
Locate NEX, Commissary, Package Store, Red-Barn, ITT offices, etc / Explain Military Discounts etc.
Have knowledge of local veterinarian practices / (if applicable)
Assist/advise on purchase car(s) and registration with DMV as required
Car/Renter’s insurance / Sunrise group is an option and one favoured by most personnel, so to is GEICO
Personnel who are going to be employed outside of NATO SACT and NOPF
The following additional steps will need to be taken by the relief’spredecessor in order for CAC cards and security clearances to be issued. As Sponsor, we ask you to liaise with the outgoing incumbent and seek their assistance in ensuring the following are completed prior to the arrival date of the new incumbent:
Item / Notes / Done
Prepare a form 1172-2 / Required prior to DEERs office being able to issue CAC/dependents ID cards
Complete Form DD577 / Completed by Command Security and hand delivered to DEERs office
Obtain copy of the Foreign Visit Request (FVR) with an approved check in the top left hand corner from Command Security / May be obtained British Embassy as a last resort. Please note that Spouse and dependents must be listed on form.
If you have any suggestions that will allow us to improve this document or the arrivals process, please forward them onto the USA Support Group, so that future incoming personnel will benefit from you experiences.