Section 1 | "Getting to the UK"
Choose an Option
Immediate Actions
AD695
ACTION: Complete Overseas Posting Information Form
The AD695 is a web form, downloadable from the Defence Protected Environment (DPE) that notifies both the Australian and Receiving Administration Teams of your posting and requirements. Initially, it will aid the assigned Case Manager of your personal circumstances and travel needs.
This form starts the ball rolling on a number of administrative elements. Amongst other issues, it asks you for details on:
- Where and when you are to be posted
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Current contact details (so you can be reached if needed)
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Family Status (important for any recognition of dependants)
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Current living situation (eg is your house owned or rented)
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Preferred removal dates and temporary accommodation
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Flight dates and destination
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Funding codes for travel
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Indication on commonly claimed entitlements such as insurance and pet relocation
The form will be used by your Australian-based Case Manager and London-based personnel team to action any requirements.
To Consider
Going into Defence Married Quarter Accommodation on Exchange?
The Form E1132 will be sent to you by the UK Admin Team once they receive the AD695 from Canberra. This will begin the search to find appropriate accommodation for you in the UK.
Security Clearance
The timeframe in which the Australian Government Security Vetting Agency (AGSVA) will finalise a security clearance assessment depends on a range of factors. Upon notification of being posted, personnel should consider any implication to their security clearance. If they are required to upgrade or downgrade their clearance, personnel should begin this process early, as clearance times can be significant. If your position requires a PV clearance you should obtain one prior to leaving Australia due to the time it takes to be cleared at this level.
Further information should be sourced from the Unit Security Officer directly, and AGSVA themselves.
To Consider
AGSVA aims to finalise the security clearance assessment within the below timeframes:
Passports
ACTION: Which passport do you need?
Ordinary Passport
Why Used
Issued to Adults and Children and are used for normal travel.
Notes
Valid for 10 years for Adults and 5 years for Children under 15. Accompanying children will only receive this type of Passport (not Official nor Diplomatic) – it will include an Official Endorsement Stamp inside informing officials of their status.
Official Passport
Why Used
When travel is for an Official reason.
Notes
Is a sponsored Passport requires a Sponsorship letter from the Australian-based Overseas Administration Team. Allow an extra 5 days to receive OAT approval on top of Passport lead times.
To Obtain
Check the Overseas Administration Team’s intranet page for the SOP on Applying for an Official Passport
Diplomatic Passport
Why Used
When travel is for a Diplomatic reason.
Notes
Is a sponsored Passport requires a Sponsorship letter from the Australian-based Overseas Administration Team. Allow an extra 5 days to receive OAT approval on top of Passport lead times.
To Obtain
Check the Overseas Administration Team’s intranet page for the SOP on Applying for a Diplomatic Passport
To Consider
The number 1 hold up for Passports are incorrect photos.
Australian Post Offices are the recommended place to obtain your passport photos.
The number 2 hold up for Passports are incomplete applications, especially in Sections 13A and 13B.
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Section 13A and 14A shows parents' names exactly as they appear on child’s birth certificate.
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Section 13B and 14B shows parents’ current names. If they differ, make sure you bring evidence of name change (marriage certificate, divorce decree or court order.)
Visas
For the Member on Posting
Australians who are either:
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Diplomats (or working for a Diplomatic mission in the UK), or
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A member of the Australian Armed Forces posted to the UK, or in the UK for training
Do not need to apply for a VISA, but instead must apply for an EXEMPT VIGNETTE.
You can find further information here: www.gov.uk/exempt-vignette
To get the EXEMPT VIGNETTE you must:
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Already have a sponsored passport,
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Come with a current passport photo,
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Bring evidence of the official reason you are in the UK (e.g. a Posting Order),
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Fill in the relevant visa application online
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And go to a Visa Application Centre near you.
Currently the UK Government outsources visa services for overseas applicants through a company called VFS Global. Click here to find your nearest visa application centre: https://www.gov.uk/find-a-visa-application-centre
For Dependants accompanying a Member on a Posting
According to the UK Government Website:
"4.2 EXM4(b) Members of the diplomatic, administrative, technical and service staff and career consular officers of States recognised by HMG that are accredited to a the UK.
Members of their family forming part of their household are also exempt from immigration control. Members of their household include, but are not limited to, spouses, civil partners and children under 18. People in this category accredited to the UK should be granted an exempt vignette valid for 5 years or for the length of the posting, whichever is shorter."
To Consider
Important notes on Visas and Exempt Vignettes
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You can only apply for a Visa or an Exempt Vignette once you have been given your passport – the biometric ‘sticker’ needs a place to go into your Passport.
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Therefore, the Passport and the Visa/Vignette must be done sequentially and not concurrently.
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Given this, timing is of the essence and should be an early consideration for you in your posting administration.
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You cannot apply for a Visa / Vignette earlier than 3 months prior to the posting, but given frequent time delays (including shut-down times over Christmas) it is prudent to apply for the Visa / Vignette as soon as possible within this 3 month timeframe.
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Diplomatic Staff (and their families) and the Posted military or Civilian Official members are exempt from the Visa application fees, although non-Diplomatic posted member’s families will face fees. Currently the processing fees are £531 per person.
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Costs can escalate for families quite quickly so it is important to factor this in.
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Navigating the process is complex and changes in your personal circumstances (such as whether any of the applicants have any UK heritage) affects the outcome.
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You may consider employing an external provider in order to navigate these process so helping you get to your posting in a timely manner.
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One such Consular Services is Fragomen
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According to the uk.gov website, a posted member could possibly arrive without applying for a Visa / Vignette at all, but this is highly inadvisable.
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Having a Visa / Exempt Vignette will allow for other benefits such as the ability to apply for a bank account, and fulfilling the right-to-rent check (meaning the right to rent in the UK).
Dependants
Who are considered dependants?
For overseas conditions of service, a dependant means any of these persons.
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A partner who normally lives with the member.
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A child of the member, or of the member’s partner, who meets all of the following.
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They are under the age of 18.
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They are dependent on the member.
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They normally live with the member.
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A person who has a recognised special need under PACMAN 1.3.6 regardless of their age.
The CDF may approve another person as a member's dependant if certain conditions apply. Further guidance is available via PACMAN 12.3.5 or by contacting your Overseas Administration Team (OAT) Case Manager.
To Consider
Does the UK Government recognise De Facto relationships?
The UK will recognise relationships if they can prove ‘marriage like conditions’ for a period of two years.
Some people coming to the UK find it easier to marry due to the administration, but this doesn’t suit everyone of course, and will be a decision for couples themselves.
Medical and Dental
Please be aware, a failure to disclose a pre-existing medical condition may lead to the Commonwealth not paying for associated medical treatment whilst overseas.
PACMAN 14.2.4 and Defence Health Manual Volume 3, Part 4, Chapter 2
Before departing from Australia, members must obtain medical and dental certificates of fitness. These certificates must be provided for all members and their recognised dependants living at the posting location or visiting under reunion travel provisions.
On receiving their Posting Order, members should contact their local Health Centre immediately to arrange appointments for themselves and all recognised dependants. All medical appointments should be attended and follow up documentation provided 16-20 weeks before the departure date. Certificates of fitness for dependants remaining in Australia and undertaking reunion travel should also be completed before the member departs for post.
If any personnel or their dependants require regular medical services or treatments, please discuss these requirements at your pre-departure medical and dental appointments. *Don’t be rushed into using a suggested dentist for last minute pre-departure work – you can ask for your own Dentist!
APS Civilians and Dependants can access Pre-Assignment Medical Assessment Forms via the PeopleConnect Intranet Site or by searching the following links in the DPE:
Civilian Non-Operational Adult: https://objective/id:BN7346301
Civilian Non-Operational Dependant Child: https://objective/id:BN7346319
The certified Medical and Dental clearance forms will be forwarded to the OAT and Joint Health Command by the Health Centre.
Short term postings and official visits
UK travel requirements are changing. Visitors to the UK, including children, who do not need a visa for short stays in the UK will soon require permission to travel through an Electronic Travel Authorisation. This video will show you how to apply for an Electronic Travel Authorisation or ETA. To check whether you need an ETA, go to https://gov.uk/guidance/apply-for-an-electronic-travel-authorisation-eta
ETAs willl be open for applications for Australian Citizens from 27 November 2024 for use from 8 January 2025 onwards.
It costs £10 to apply. Everyone travelling needs to get an ETA, including babies and children. You can apply for other people.
You cannot get a refund after you apply.
YouTube video not accessible via the DRN
This information will be updated as the UK Government extends the roll out of the ETA to Australia.
