-   The international travel process must include the following:

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-   HQ Advance Notification form (initiate Country Clearance from the
    State Dept.)

-   Medical Clearance from the Health Unit (NASA Form 1711)

-   Foreign Travel Briefing from the Safeguards Office -- Date:
    \_\_\_\_/\_\_\_\_/\_\_\_\_

-   Official passport and any required visas must be in hand or applied
    for (passport and visa forms available)

-   Request for Approval of Foreign Training, Non-Program Travel or
    Gifts of Travel from Non-Federal Sources (NASA Form 1167)

-   Travel orders (Travel Manager)

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-   Travel destination(s)

-   *Detailed* description of purpose of travel

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-   The following information must be entered in Section 8, Remarks, in
    Travel Manager AND Section 11, Remarks, on NF 1167:

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-   Name of Approving Official in Headquarters Program Office**\***

-   Official passport number and expiration date

-   In-country hotel name, address, and phone number

-   In-country contact person's name and phone number

-   An account of any personal leave proposed to be taken on trip (if
    applicable)

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-   If the traveler is going to give a paper or presentation, the
    following items are also required:

    -   A completed NASA Form 1676 (*NASA Scientific and Technical
        Document Availability Authorization*)

    -   A completed ARC Form 1676A (*Export Control Public Domain
        Declaration*)

    -   A copy of the abstract of the paper

    -   A copy of the conference agenda (required for conference
        attendance even if not giving presentation)

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-   If the travel is reimbursable, the following items are also
    required:

    -   A completed Ames Reimbursable Travel Data Sheet (data sheet
        available)

    -   A copy of the invitation from the foreign organization

    -   A copy of any reimbursement agreement involved

    -   A memo to the Code Director requesting approval to enter into a
        cost-sharing travel agreement (format provided)

    -   A draft letter accepting the invitation after the travel has
        been approved by the legal office (formats provided)

    -   NASA Form 1167 must have Chief Counsel signature (line #13)

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-   The following information must be provided if taking a
    laptop/palm/blackberry out of the country:

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-   Electronic device foreign travel release form

-   Completed ARC 798 Computer Equipment Export Declaration

-   ODIN/ARC-AM-008 FORM 1 ODIN NASA/Ames property pass (ODIN equipment)

-   ARC 66, Shipping Request (ARC equipment)

-   ARC892, Property Pass Request and Removal Permit (ARC equipment)

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-   In the following special circumstances, a separate memo with the
    listed information is also required:

## [For Russia and Newly-Independent States Only:]{.underline}

-   Traveler's title and organization

-   Passport number

-   Passport Expiration Date

-   Date of Birth

-   Place of Birth

# Citizenship 

-   Business Phone number

-   NASA Mail Stop

-   Location where traveler expects to get visa issued, if one is
    required

    -   *[For Geneva Only]{.underline}*

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-   Flight Itinerary

-   Security Clearance Level

-   Passport number

-   Purpose of visit

    -   NOTE: All International Travel Packets are due to NASA HQ four
        full calendar weeks in advance of proposed departure. An
        incomplete package will be sent back for completion and will not
        be considered submitted until the package is complete. If your
        International Travel Packet is late, a justification is
        required.

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-   Late Travel Justification form

\* Employees should know who their approving official is in their HQ
program office. If you do not already know and are not sure how to find
out, please contact the International Travel Gatekeeper's Office at
(650) 604-1955.