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United States Army
When you arrive at your new installation, you’ll need to follow installation-specific procedures. Each installation and service handles in-processing differently. Here, you can find installation-specific guidelines and a list of documents to bring with you when checking- in. Reach out to the contacts provided if you have specific questions.
Please check the USAG Benelux Website for extra information on virtual check-in procedures
Reporting procedures are specific to the gaining unit therefore these procedures should be coordinated with the unit assigned sponsor at the gaining unit prior to arrival in Belgium.
Prior to arriving in Belgium, incoming soldiers must send a copy of their permanent change of station orders, duty memo, and common access card to the Central Processing Facility in order to receive an Installation Support Module in-processing checklist. The unit assigned sponsor will assist the soldier in completing all INPROC procedures.
Prior to arriving in Belgium civilian employees must send a copy of their orders to the CPF to receive an Installation Support Module INPROC checklist. The unit assigned sponsor will assist the Civilian employee in completing all INPROC procedures.
After reporting to their supervisor, all United States Army Garrison Benelux-Brussels civilian employees will contact by telephone the Civilian Personnel Advisory Center on Chievres Air Base, Chievres. Civilian Personnel Advisory Center will provide an INPROC brief and issue a Certificate of Assignment or Certificate of Employment.
All incoming personnel will obtain and complete an SF94 Supreme Headquarters Allied Powers Europe ID Card Application. The completed SF94 along with all required documents must be sent via email to the United States National Military Representative for authorizing signature and stamp. An appointment for SHAPE ID's must be made on the SHAPE2DAY website. The United States National Military Representative stamped/signed SF94 and other required documents must be presented at the SHAPE Central Processing Branch to receive SHAPE IDs. The unit assigned sponsor is responsible for transportation to INPROC facilities to ensure completion.
Inbound personnel must contact the Housing Office within two days of arrival in order to participate in the housing program.
After establishing permanent physical residence in Belgium within 3 months of arrival civilians and dependents must obtain a Belgium Protocol ID card. Service members may apply but it is not mandatory. Appointments must be made on the SHAPE2day website once a physical address is established.
The following documents must be presented at the appointment:
Visit the SHAPE2DAY website to schedule appointments for SHAPE IDs, Belgian Protocol IDs and Vehicle Registration.
Recommended on-hand documents
Temporary Lodging Reservation
Military personnel can make reservations in advance through the housing office at one of the contracted hotels. A copy of the orders is required. Please call DSN 314-597-9922/24 or commercial 011-32-2-280-9922/24. Military personnel are also free to stay at a hotel of their choice. However they have to make their own reservations and request reimbursement. Only the per diem will be reimbursed.
Civilian personnel cannot make use of the contracted hotels and need to make their own reservations.
Individuals must closely review their status and what they are entitled to prior to a PCS to Belgium to eliminate any unnecessary hardship.
Family members who travel to an overseas command under government orders will be automatically command sponsored effective on their date of arrival into the command. All others must request command sponsorship.
When a service member or Department of Defense civilian acquires a dependent after a permanent change of station, the dependent is not automatically command sponsored, but must apply for command sponsorship through the sponsor's chain of command. This does not apply to children born to sponsors overseas. Non-command-sponsored family members do not have the same entitlements as command- sponsored family members. Until command sponsorship is granted, the dependent must travel to and from the United States at his or her own expense and, if he or she so chooses, remain in Belgium at his or her own expense (or at the expense of the sponsor). Generally, a non-command sponsored dependent may only remain in Belgium for up to 90 days during a 180-day period on a standard visitor’s visa. To lawfully remain in the country for a longer period requires a different type of visa (for non-EU citizens) which must be coordinated through the Belgian consular office nearest to their home in the United States. Contact Northern Law center for more information.
If you get married before you PCS, you must inform your commander and follow the procedures exactly as you are given by them. The military will not pay travel and housing of your spouse if you do not follow proper procedures.