# Presentation: 388144

## Preparing for Foreign Travel

- Mala Seshadri
- Travel Manager
- Rosa Foote
- Elidia Carrera
- Foreign Travel
- Nancy Penson
- Dan Ditchman
- Travel Office

## Fermi Travel Policy

**All travel for Fermilab business must adhere to Fermilab's travel policies and procedures. **
**The intent of the travel policy is to effectively plan, book and reimburse travelers for their travel expenses within DOE guidelines and procedures. **
**Fermilab complies with the policies and regulations of Fermi Research Alliance, LLC (FRA), the Federal Travel Regulations and the Department of Energy's **_[Order 110.3A](http://bss.fnal.gov/travel/doe_order_1103a.pdf)__ "Conference Management." _
**Detailed information about the Federal Travel Regulations can be referenced at this **_[Department of State website](http://travel.state.gov/index.html)__. _
**Where personal travel is taken in conjunction with a business trip, all expenses related to the non-business portion of the travel will be paid by the employee. **

## Getting Travel Authorization

_**To Get Authorization**_** **
- You must use the Fermilab Travel Authorization (TA) form to obtain the necessary approvals.
- You must provide Foreign Travel Information in FTMS. This information is required to obtain both FNAL and DOE Approval.
- Once your request is *submitted and approved by your Division/Section/Center Head; Drop off the TA to Foreign Travel Office for review and routing. Give at least 24 hours for trips to reach Travel Office before calling to book flights.*

## FNAL/DOE Required Forms

_**Required Forms**_**: (if applicable)**
**Travel Authorization (TA) – Hard Copy **
**Cost Estimate Sheet – Hard Copy**
**Non-Doe/Foreign Funding Documentation - ****Attached in FTMS**
**Exception Waiver (Late Justification Form)  -  ****Attached in FTMS**** **
**Approval Request for Exceeding Lodging Costs - ****Attached in FTMS **
**CAAR – Conference Attendance Approval Request - ****Attached in FTMS ONLY **(WORD.doc format)
**Revision Request Form – ****Hard Copy or Email, based on Revision Type**

## New Travel Authorization 

**New TA - Replaces 4-part color form**

## Cost Estimate Sheet

|  |
| --- |

**Cost Estimate**** ****Sheet**

**Use the current form on the website for *****both***** Domestic and Foreign Travel. Older versions you have should be discarded  **

**Attach to TA and send to Travel Office**
**Domestic Travel goes to  Nancy or Dan **
**Foreign Travel to Rosa**

## FTMS Sections I, II & III NO HARD COPY NEEDED

**FTMS Sections I, II & III**** ****NO HARD COPY**** ****NEEDED**

**No paper copies needed**

**Once we receive the Approved TA with Cost Estimate, we will review Trip Requests online in FTMS -  including all attachments**

## DOE Requirements for FTMSSection I

**Line 2 – Social Security number requirement has changed to only use last 4 digits**
**Line 3 – Ability to add more than one passport**
**Line 8 – Emergency Contact Info Added by Travel Office. ****Do not replace.**
**Line 9 – ****New!**** Local Org/Dept Code Travelers site specific Organization or department code**
**Line 10 – ****New!**** Local Facility- Optional used to designate the facility at which travelers work is within their site**
**Line 11 – ****New! ****Local ID-Travelers Local ID (badge) number **
**Line 12  - If not a Fermi Employee-use appropriate Employee Type**

## DOE Requirements for FTMSSection I- con’t

**DOE Requirements for FTMS****Section I- con’t**

- Line 14 – Work Phone and Work Fax number are required fields
- Line 14 – First Email address is the Traveler’s
- Secondary can be Traveler’s alternate Email address or TR Preparer’s or Admin’s email

## DOE Requirements for FTMSSection II 

- Line 19 - Actual departing date from home city
- Line 20 - Arrival date into home city (U.S. soil)
- Line 21 - If Non-DOE funded-leave  Program Office blank. Non-DOE funding is U.S. based.  All Foreign Funding (non U.S.) is now captured as Sensitive in FTMS (*)
- Line 23 – Org. Code is always SC (Office of Science)
- Line 25 – This must be filled out – Do not Leave Blank

## DOE Requirements for FTMS Section II – con’t

- Line 26 – ADD ATTACHMENTS HERE
- These questions must be answered:
- Line 28 – Answer “YES” to this question. (FTMS–Fermi will automatically notify Medical Dept. and Medical Staff will contact Traveler on an as-needed-basis
- Line 29 – Traveler must provide you with this answer

**NEW REQUIREMENTS** –.

## DOE Requirements for FTMSSection III 

## DOE Requirements for FTMS - Section III – can't

**DOE Requirements for ****FTMS - Section III**** – can't**

- Line 40 – If Destination Country is Sensitive this is “Yes”
- Line 45 – If Embassy Assistance is required- Contact the Foreign Travel office for details
- Line 46 -  Host Information & After Hours cannot be the same. If Hotel is not in same country as work country, add City/Country name after Hotel Name (e.g. Residence Saint Genis Sejours & Affaires, Saint Genis, FR. This information is required for the Country Clearance Cable.
- Date visited is first day you visit the facility.

## FTMS Signature Approval

**FTMS Signature Approval**

**No longer required**

## Final Check in FTMS

**Final Check in FTMS**

**Before submitting the trip –**
** ****click on **
**“****Data Review of Entire Trip” **
**to ensure that all sections are complete.**

## Non-Doe/Foreign Funding 

- 	**For Non-DOE funding the following documentation will be required to process approval:**
- Proper funding documentation, comes from the       paying funding source themselves, either on letterhead from their institution, or on email where the email address of the sender of the statement can be traced to that institution.
- The document must specify exactly what the source will be paying for.
- This information is uploaded in Section II  “Attachments”

## Exception Waiver

**Late Justification Form**

**Should be signed, scanned and uploaded into FTMS Section II**

- Chief Operating Officer signs electronically. Leave this blank.

## Lodging Rate Justification

- Approval for Lodging Rate above the FTR Maximum (Per Diem Rate)

**Should be signed, scanned and uploaded into FTMS Section II **
**Line 26 -Attachments**

## Sensitive Clearance-RUSSIA Only

- Sensitive** **Country Clearance Request“Itinerary Only”** *********Russia Only***

**Should be scanned and uploaded into FTMS Section II**

## Forms No Longer Required

**Forms No Longer Required**

**Car Rental Justification - ****Included on TA  ****   **(**No copy is required unless car is requested during travel)****   ****2. Sensitive Country Clearance Request****3. Taiwan Clearance**

## Book Your Travel

- Confirm that your **Travel Profile ** is current with Omega World Travel. Please ensure that all contact numbers in your traveler profile are accurate
- Travel reservations can be made via email _[travel@fnal.gov](mailto:travel@fnal.gov)__ or phone 630-840-3398 using Omega World Travel _
- Book your airfare reservations in advance to secure the lowest available airfare
- Book your rental car reservations in advance to secure the availability and lowest price

## Approval For Non-Conference 

- Travel Authorization Form (Conference *Regulator  must enter exclusion code on TA).*  See attached Exclusion List. http://bss.fnal.gov/travel/exclusions.pdf
- Cost Estimate sheet

**Once your Travel Authorization has been approved by your Division/Section/Center Heads send the following to the Foreign Travel Office:**

## Approval For Conference 

**	****Once your Travel Authorization has been approved by your Division/Section/Center, send the following paper work to the foreign travel office:**
**Travel Authorization signed and dated. Your Conference Regulators must determine this event to be a conference **
**Travel Cost Estimate - Hard Copy**
**CAAR (Conference Attendance Approval Request) Only required when DOE funds are used - Uploaded into FTMS Section II Line 26 Attachments – **_***Do not send via email***_
- _[http://bss.fnal.gov/travel/caar.doc](http://bss.fnal.gov/travel/caar.doc)__[caar.doc](file:///../../Local%20Settings/Local%20Settings/Temp/Local%20Settings/Temporary%20Internet%20Files/OLK3/Local%20Settings/Local%20Settings/Temp/notesF13F63/caar.doc)_
**Estimate amount on CAAR, cost relates ONLY to the conference mentioned **
**Funding documentation for all funds other than use of DOE funds- Uploaded into FTMS Section II Line 26: Attachments**
**To comply with the DOE cutoff dates, and to effectively process the Foreign Conference requests, we require your Trip Requests be submitted on the due date determined for that conference**

## DOE Deadlines – Non Conference

**DOE requirement is**
** ****30 days prior to departure for**
** ****Non-Sensitive  countries**
** ****and **
**45 days  for Sensitive countries **
****Please submit within set timeframes***
-   45 days - non-sensitive
-   55 days - sensitive/DOE approval

**The Foreign Travel office must receive the trip paper work at least 10 days prior to the DOE requirements to facilitate approvals.**

## DOE Deadlines for Conference

**DOE requirement **
**is 50 days prior to conference start date for Non-Sensitive**
** ****and **
**Sensitive countries**
****Please submit within set timeframe***
- 	***Submit 60 days - conference***

## Sensitive Country List

## Submission Guidelines  & Calculator

## U.S. Visa Applications Abroad

- Non-US Fermilab employees who have to renew their US visas when outside the US and are on
- official travel status cannot be certain of the length of time this process will take.  Many have requested that during
- this wait period they be able to work on their Fermilab work assignment at some institution near the US Consulate
- that is processing their visa.  Such an assignment must be approved by the Chief Operating Officer (COO), and the
- COO or his/her designee will make arrangements with collaborating institutions, under the following circumstances.
- The employee is on official foreign travel
- The institution agrees that the employee can work at the institution on the employee’s Fermilab activity, and provides facilities such as a desk, computer link, etc.
- The employee’s Division/Section/Center Head agrees that the employee can accomplish work valuable to Fermilab while away from the Lab.
- Arrangements will be made for 30 days with the possibility for extension in 30-day increments. Financial support for
- the duration of such assignments will be provided up to the normal travel policy.
_**Procedure:**_
- The employee will be given a letter specifying the duration and location of the assignment.
- COO approval on the TA is required prior to submission of Foreign Travel Trip Request.
- Travel arrangements should not be finalized until COO approval and collaborating institution agreement have been obtained.
- D/S/C Head approval of a travel request will be considered concurrence for such an assignment for up to 90 days.  D/S/C re-approval of travel Authorization/assignment will be sought quarterly should the needed visa not be approved/issued.

## Travel Planning

**Prior to submission of paperwork check for:**
**Passport Validity** - Make sure Traveler’s current passport is valid at least 6 months from date of return of current trip
**Visa Requirements** – Check Entry Requirements for country being visited (use link below for guidance)
- http://travel.state.gov/travel/tips/brochures/brochures_1229.html

## Passport & Visa Services & Support - CIBT

**Service Directory**
- _[U.S. and Non-U.S. Passports](http://cir.us.cibt.com/PptCir.aspx)__ _
- _[Recent Passport Updates](http://cir.us.cibt.com/uspassportupdates.aspx)_
- _[Visas](http://cir.us.cibt.com/visacir.aspx)__ _
- _[Visas - Quick Check (U.S. Only) ](http://cir.us.cibt.com/visa_quickcheck.aspx)_
- _[Australian ETA's](http://www.us.cibt.com/eta.aspx)_
- _[Traveling with Minors](http://www.us.cibt.com/TravelingWithMinors.aspx)_
- _[Rates](http://cir.us.cibt.com/rates.aspx)_
- _[International Driving Permits](http://www.us.cibt.com/idp.aspx)_
- _[Russia Business Invitations](http://www.us.cibt.com/rbi.aspx)_
- _[Russia Tourist Visa Support Letter](https://www.us.cibt.com/rtvsl_v3.aspx)_
- _[Document Authentications](http://www.us.cibt.com/docauth.aspx)__:_
**Birth Certificates, Marriage, Divorce and Other Documents**

**Service Directory**
- _[Status Check](https://cir.us.cibt.com/onlinestatuscheck.aspx)_
- _[Package Tracking](http://www.us.cibt.com/package.aspx)_
- _[Global Cell Phone Rental](http://www.us.cibt.com/gpw.aspx)_
**Travel Arrangers**
**Tour and Incentive Groups**
**Outsourcing**
**Additional Online Resources**
**Glossary of Terms**
**FAQ's**
**Weekly Updates**

**Website:  http://www.us.cibt.com/**

## Passport & Visa Services & Support - CIBT

_***How Do I Contact CIBT to Obtain Visa and Passport Information as a Fermilab Client?***_*** ***
***All *****CIBT***** customer service is handled out of the National Customer Service Center. This Center features a toll-free customer service line to make it easy for you to access the travel document experts. Regardless of your location, CIBT's National Customer Service Center can answer your questions by using the toll free number and/or via e-mail. ***

**When you contact CIBT for visa and passport information and requirements on behalf of your traveler, please have the following information available:**
**Traveler's nationality (i.e., country of citizenship and type of passport)  ****	**
**If the traveler is not a U.S. citizen, please ask the traveler what type of U.S. visa or work permit he/she holds **
**State of residence **
**Destination (s) including any countries that will be transited**
**Purpose of trip (business, tourism or other) **
**Length of stay in country **

|  CIBT National Customer Service Contact Information for FERMILAB |  |
| --- | --- |
|  National Customer Service # |  (800) 929-2428 |
|  Fax |  (713)621-6115 |
| E-mail | customerservice@cibt.com |
| Hours |  8:30am to 8:00pm Eastern |
| Website Address | www.cibt.com |
| Account Number #  | Fermilab Account Number with CIBT: 42387 |

## Passport & Visa Services & Support - CIBT

_***What Other Services Can CIBT Provide?***_*  *CIBT can assist with a number of services related to international travel. For a complete list of products and services, ** **please visit the website that was created for Fermilab: www.cibt.com
_***Can I Refer a Traveler to CIBT Directly?***_*  *Absolutely.  CIBT can work directly with Fermilab and those who support them. If you do refer a traveler to CIBT directly, please provide them with the Fermilab Account number (42387) and CIBT's toll free number for clients (see previous page). You can also refer travelers through the use of the web link which takes you directly to our website using your account number. This feature allows travelers to go directly to our site and access the Fermilab account without knowing their account number. The web link is:* http://www.cibt.com/home.aspx?Logln=42387*
_***Does Fermilab Benefit from Any Discounted Rates?***_*  *Yes. CIBT and Fermilab have negotiated rates that are significantly discounted. Fermilab travelers who access CIBT's information with their account number from the website will be identified and will automatically receive these rates.
_***How Does a Traveler Pay for CIBT's Services?***_*  **CIBT will ask all travelers to provide their corporate credit card number to charge for visa and passport fees. CIBT will return an itemized receipt to each traveler with the traveler's passport.*

## Travel Approvals 

- Upon submission of your Foreign Travel Request (TR), your request is sent to the Directorate for approval
- Upon Directorate Approval - the DOE approval process begins
- DOE will email the traveler the trip approval
- Travelers on official business
- are not authorized to
- travel *without* DOE approval

## Travel Planning

- Please notify the Omega Travel Office if combining personal/vacation travel with official travel
**Employee is responsible for all **
**expenses not related **
**to official**
**travel**

## Travel Revisions

- Once the TA has been brought to the FT office- No 	changes should be made on FTMS without notify FT 	office.
- Please notify the Foreign Travel Office with the 	changes requested
- Depending on the situation - the Travel Office   	will determine the steps needed to facilitate	the request
- Please use the Revision Request Form and follow the 	steps needed to complete process
- The Revision Request Form should be used 	on all 	Revisions unless the Travel office determines 	otherwise

## Revision Request Form

- Use this form to determine the steps you need to take to make a revision on a Foreign Trip.
_*All changes*_ require FT to be notified *before *we have paperwork.

## Settlement-Post Trip Expense Voucher

- _Travelers:_ Upon return, submit the following to accounting 	     at **Mail Station 112 ****:**
- Copy of *approved* Trip Authorization
- 	(Approved TA is found in FTMS Section II under Attachments)
- Expense Voucher
- Receipts
- Supporting documents

## Close–out Paperwork* Revised*

**	****	****	**
- Effective immediately, the Office of Science-Headquarters does not require foreign travelers to submit a trip report upon trip completion.
- However, closing out a trip request within the Foreign Travel Management System (FTMS) is required consistent with DOE Order 551.1C, which directs that the required documentation be submitted to closeout the trip in FTMS within 30 calendar days of return.
- *Future Foreign travel maybe denied approval  until all outstanding trips are closed
-  All DOE, non-DOE, foreign funds from the Audited voucher must be entered in the Post trip closeout in FTMS
- (For Directorate travel only – FT office will enter the amounts)
- Enter Abstract for OSTI Reporting (For Directorate travel – Directorate staff will enter the Abstract)
- This is a mandatory field used in the OSTI Report. It should include the major highlights and benefits of the trip as well as the locations and results of any meetings held. You may type or paste in this field

## FTMS Post-trip closeout...New Process

- After the Abstract is entered send only the audited voucher via email to Elidia Carrera & Rosa Foote to facilitate closeout.
- 	elidia@fnal.gov & rosa@fnal.gov
- Do not send the audited Voucher until the audited amount and trip details are entered in the Post-trip Closeout screen in FTMS
- HARD COPY/EMAIL TRIP REPORT AND THE POST TRIP CLOSEOUT PAGE ARE NO LONGER REQUIRED
- If you need clarification on this process, please feel free to contact Mala Seshadri at x8885 or Elidia Carrera at x8232

## Travel Office’s Role

- Travel Office is now located on the 4th floor WH4SE - MS 207
- 		Phone: 630-840-3398
- Fax: 630-840-5075
- We offer hands on training to new FTMS users.
- Please email Mala at _[seshadri@fnal.gov](mailto:seshadri@fnal.gov)__ for more information_

## Points of Contact

**Points of Contact**

- Mala Seshadri – Ext. 8885 - Travel Office Manager
- Rosa Foote – Ext. 2952 - Foreign Travel Office
- Elidia Carrera – Ext. 8232 - Foreign Travel Office
- Nancy Penson – Ext. 3398 - Travel Booking Office
- Dan Ditchman – Ext. 3398 - Travel Booking Office
- Lori Funk – Ext. 3045 - Accounting Office