Supporting deployed forces under DFARS 252.225-7040

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1. The Defense clause for deployed support

Contractors supporting American forces deployed abroad work under a Defense clause of their own. The Defense Federal Acquisition Regulation Supplement (DFARS) requires the clause at 252.225-7040 instead of FAR 52.225-19 for performance in a designated operational area that authorizes contractor personnel to support forces deployed outside the United States (DFARS 225.371-5). It applies in contingency operations, peace operations consistent with Joint Publication 3-07.3, and other military operations or exercises designated by the combatant commander or directed by the Secretary of Defense. The rule covers commercial acquisitions too, and both CAAF and non-CAAF, defined below. The general FAR clause is covered in when the operational area clause applies.

Any of those operations may include stability operations, such as keeping a safe and secure environment or providing emergency reconstruction, humanitarian relief or essential government services (DFARS 225.371-1). Where every contractor employee abroad is covered by the Defense clause, the FAR clause is not used (DFARS 225.301-4). For Defense, the FAR clause is also used in personal services contracts with individuals.

2. Accompanying the force, or not

The clause, dated August 2025, divides personnel into two groups (DFARS 252.225-7040). Contractors authorized to accompany the force, or CAAF, are contractor personnel at any tier who are authorized to accompany American forces and have that status through a letter of authorization. They generally include American citizens and third country nationals not normally living in the operational area who work in the direct vicinity of American forces and are routinely collocated with them. Subordinate commanders may also designate mission-essential local employees, such as interpreters, as CAAF.

Non-CAAF are the rest, such as local nationals, permanent residents of the area, and third country nationals who do not routinely live with American forces and work away from them (DFARS 252.225-7040). Government support to non-CAAF is typically limited to force protection, emergency medical care and basic human needs, such as bottled water, latrines, security and food when necessary, while working in the direct vicinity of American forces. Neither status applies to operations inside the United States. The clause defines the law of war as the part of international law that regulates the conduct of armed hostilities, including treaties binding on the United States and applicable customary international law. A designated reception site is the place for reception, staging, integration and onward movement of contractors deploying in a contingency.

3. Risk and force

Work supporting deployed forces may involve dangerous or austere conditions, and except as the contract provides, the contractor accepts the risks (DFARS 252.225-7040). Personnel authorized to carry arms for personal protection may use force only for individual self-defense. Unless immune from host nation jurisdiction under an international agreement or international law, personnel who use force inappropriately can face American or host nation prosecution and civil liability. Their service is not active duty.

4. Security and medical support

The combatant commander will develop a security plan for contractor personnel where there is no sufficient or legitimate civil authority, when the commander decides providing security is in the government’s interest (DFARS 252.225-7040). That applies when the contractor cannot get effective security, effective security is unavailable at a reasonable cost, or threat conditions require military means. In appropriate cases, the commander may provide military security at the level given to Defense civilians. The agency provides logistical or security support only on an official’s finding, in coordination with the combatant commander, that it is available and needed to keep essential contractor services going. The official must also find the contractor cannot obtain adequate support elsewhere at reasonable cost (DFARS 225.371-3).

CAAF injured while supporting operations generally receive emergency medical and dental care, and non-CAAF injured near American forces normally do too (DFARS 252.225-7040). Emergency care covers situations where life, limb or eyesight is at risk, and hospitalization is limited to stabilization and short-term treatment. Care beyond that is not authorized. If the government provides treatment or transport to a civilian facility, the contractor must make sure the government is reimbursed. The contracting officer tells the contractor when such reimbursement is required (DFARS 225.371-3).

5. Authorization letters

Contractor personnel need a letter of authorization to process through a deployment center or travel to, from or within the operational area. It is generated in the Synchronized Predeployment and Operational Tracker (SPOT) and signed by the contracting officer (DFARS 225.371-3). The letter identifies any additional authorizations, privileges or government support under the contract. Personnel must carry it at all times while deployed (DFARS 252.225-7040). Unless the contract says otherwise, the contractor provides all other support its personnel need.

6. Law of war training

Under the DFARS prescription, all contractor personnel supporting forces deployed abroad need basic law of war training, normally through a military-run training center (DFARS 225.371-4). The contracting officer may authorize another source if the servicing Defense legal advisor agrees with the content. Advanced training is required for groups that include private security contractors and security guards in or near military operations. It also covers people such as interrogators, linguists and guards who will deal with prisoners of war, internees or other detainees, and others the contracting officer considers necessary. The solicitation and contract must say which personnel need it, whether the government or the contractor provides it, and the government source if it does. Contractor-provided training must be coordinated with the servicing Defense legal advisor so it fits the duties of the people trained.

7. Before CAAF deploy

Before CAAF deploy, and as the contract specifies, background checks must be complete, and personnel must be medically, dentally and psychologically fit and meet theater-specific medical standards (DFARS 252.225-7040). They must have the required immunizations, with military-specific ones provided at no cost to the contractor during predeployment processing, and bring a current international vaccination certificate. They need passports, visas and a Geneva Conventions identification card or other Defense credential, plus special area, country and theater clearances. They also need personal security training, any isolated personnel training the contract requires, and law of war training. Conduct and accountability rules are covered in conduct, rights and accountability for deployed contractors.

Key terms

CAAF	Contractors authorized to accompany the force, through a letter of authorization.
Non-CAAF	Contractor personnel, often local, who work away from and do not live with the force.
Letter of authorization	The SPOT-generated document needed to deploy and move in the operational area.
Emergency care	Care where life, limb or eyesight is at risk; hospitalization is limited to stabilization and short-term treatment.
Law of war	The part of international law that regulates the conduct of armed hostilities.

Every statement above links to the document behind it. The full source list for this piece is on the sources page.

This page describes public United States government programs for general information. It is not legal, regulatory or procurement advice, and it does not address the facts of any particular case.

How Sentfore supports this

Teams that accompany the force still need secure movement and life support. Sentfore works at the delivery end of defense programs in difficult environments, providing secure movement, protective security, facilities and life support. Requirements can be sent through the contact page.