FYI- for those of you that may need to travel abroad. T.

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Good Morning- Just a friendly reminder to those that have read this article that Gail Wood sent out in ” Argonne Today”, and for those that may have missed it. Please read the following. We hope this may be of help for you when sending in your travel requests.

FOREIGN TRAVEL REQUIRES APPROVAL

When Argonne employees or Argonne sponsored Contractors, Foreign Nationals, University Students, or Invitational Travelers request travel outside the United States, they must comply with the U.S. Department of Energy’s Foreign Travel Order (DOE O 551.1D). Travelers going on foreign travel must complete a DOE F 551.1 form, obtain proper Division and ALD approvals and submit this to the Foreign Travel Office. The Foreign Travel Office will ensure the trip is entered into the Foreign Travel Management System (FTMS) and any further documentation will be provided to the various program offices, if necessary. While a DOE F 551.1 is going through the signature process, a draft version can be faxed to the Foreign Travel Office (2-6111), and the trip will be entered into FTMS while awaiting completion of the signature process. If anywhere in the signature process, a trip is denied by the Division or ALD office, the trip can be canceled in FTMS. It is much better to cancel a trip in FTMS than trying to rush it through the process. No trip will be approved until the original signed 551.1 form is in the Foreign Travel Office.

The DOE deadline for entry of a foreign travel request into FTMS for travel to non-sensitive and sensitive countries is 30 calendar days. The Foreign Travel Office must receive requests in time to meet these deadlines so that DOE Headquarters can process the necessary reviews and approvals. Part of the necessity for the advanced request is that before DOE Headquarters can approve the foreign travel request, they must receive County Clearance from the American Embassy in the country being visited.

Certain Embassies are now requiring complete flight itineraries to be entered into FTMS before they will approve Country Clearance. We ask that along with the DOE 551.1 form, a complete flight itinerary be submitted for travel to the following countries: Australia, Belarus, Brazil, Canada, China, Chile, Germany, Hong Kong, India (India also requires traveler’s international cell phone number if traveler has one), Japan, New Zealand, Peru, Russia, Singapore, Switzerland, United Kingdom, and Ukraine. This list may be updated as required by each Embassy. Exception to the above is an employee who is going to a foreign country solely for vacation or other personal reasons. This means that the employee will not be attending meetings or conducting any work/discussions that are in any way related to their work at Argonne. If however, an employee will be conducting/participating in Argonne or DOE related business on a personal trip, the DOE F 551.1 must be completed and the above foreign travel approval process must take place. The DOE 2:1 ratio of business/personal days will be enforced. This means that for every 2 days of business, the traveler is only allowed one personal day. If the 2:1 ratio is not met, the foreign travel will be denied. Combining business with personal travel is not suggested or recommended.

Travel reports are also required and due within 30 days of returning from the trip. Please be sure to get these in as soon as possible.

FTMS no longer sends the approvals directly to the traveler or the traveler’s secretary. It is only sent to the Foreign Travel Administrator, which in turn will be forwarded to the traveler and secretary. For additional information on the foreign travel procedures and policies, please contact the Foreign Travel Administrator, Gail Wood (FMS-PPS) at ext. 2-8604.

Thanks for your time.

Have a Happy Day! J

Jamie Hakey Administrative Assistant Export Control, Foreign Travel, FV&A Argonne National Laboratory 630-252-1070 630-252-6111 Fax

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