Foreign Travel Training
October 29, 2012
$1.6m
713
$2.8k
Korea 21
Australia 17
Canada 32
China 34
Spain 48
Switzerland
139
Italy
53
Germany
101
France
57
Japan
77
Travel Website Introduction
Here’s the Confusion…
DOE
Conference
Enters into iPortal
Submit CAF 75 days
Approval
Conference
Management
DCC/BM
Conference
Approved
Conference
Approved
eCC granted
Traveler
Trip Approved
Submit
FTA
- 35 days
Supervisor/
BM
U.S. State
Dept
eCC
Request country
clearance (eCC)
Travel Office
Enters into FTMS
Approval
Travel Approved
DOE Travel
What’s New?
• 2:1 Business to Personal Day Ratio
– Travel days are counted as business days
– Odd number of business days? Round down.
• Ex: 7 Business days allows 3 Personal days
• Presentation Notes are required for all travelers
presenting at foreign conferences - should be
submitted with the foreign travel authorization
What are Presentation Notes?
• Documents that clearly demonstrate what the traveler
will be presenting at the conference
• DOE is requesting to see the traveler’s entire
presentation
– A draft of notes (abstract or outline) is accepted during the
initial approval
• According to DOE, conferences are being carefully
reviewed by the Secretary and Deputy Secretary
– If a speaker cannot provide a draft prior to travel, the travel
may be disapproved
Submitting Presentation Notes
• Please submit presentation notes
to travel department by:
– E-mail travel@slac.stanford.edu
– File too big? Some travelers
upload their presentation to their
own website and send link
– Another option: Contact travel
office to receive temporary
access to our Sharepoint and
upload presentation
Foreign Travel Authorization
Will I need to fill out an FTA?
1. Is SLAC paying for any part of the travel?
2. Is SLAC paying the traveler’s salary?
3. Will the traveler be discussing any SLAC related
business on the trip?
If answer is YES to any one question, FTA is required
FTA Version: FTAV080212
• Travel is NOT approved
until an e-mail approval
has been received
• Trips over 30 Days in one
location require S.A.F.E
Training
• First time traveler will need
to complete fields 3-14
• Required information marked
with asterisk (*)
Key Things to Remember
• Place of Departure
• Departure & Return Date
•Arrive no more than 24
hours prior to business start
• Estimated Travel Costs
•Foreign funding- invitation
• Benefits to Government
•Why should DOE pay?
Key Things to Remember
• Conference Information
(Presenting? Presentation Notes)
•Destination – City, Country
• Purpose of Trip
• Host Contact
• After-Hours (name & phone)
Key Things to Remember
•Car Rental Request
•Purchase insurance
•Late Waiver
Reviewers and Approvers
2
• Traveler
1
• Business
Manager
• Supervisor
3
Sensitive / T4 Countries
DOE List of Sensitive Countries
Algeria
Hong Kong
Kyrgyzstan (Kyrgyz
Republic)
Taiwan
Armenia
India
Libya
Tajikistan
Azerbaijan
Iraq
Macau
Turkmenistan
Belarus
Israel
Moldova
Ukraine
China, People
Republic of
Kazakhstan
Pakistan
Uzbekistan
Georgia
Korea, North
Russia
DOE List of Terrorist Supporting (T-4) Countries
Cuba
Iran
Sudan
Syria
Fly America Act (FAA)
Fly America Act (FAA)
 Applies to all federally funded travel
 Requires the use of U.S Air Flag Carriers OR foreign
air carrier that code shares with US carrier
 Code shares must have U.S. Flag Carriers’ flight
number to be FAA Compliant
– Delta Air Lines 8601 operated by Aeroflot Russian
Airlines 0107 (code share)
FAA Sample #1 – Code share
Destination: Moscow, Russia
FAA Sample #1 – Code share (Cont.)
Destination: Moscow, Russia
FAA Sample #2 U.S. Carrier services to destination
Destination: Beijing, China
In Compliance
Out of Compliance
Flight leg out of
compliance
FAA Sample #3 –
U.S Carrier to furthest destination
Destination: Jaipur, India
In Compliance
Out of Compliance
×
×
Exceptions to Fly America Act
 Airfare is not funded by U.S federal funds
 Fly America Act Waiver Checklist
 No U.S carrier services a particular leg of route
 U.S. carrier involuntarily re-routed you
 U.S carrier extends travel time by 6 or more hours
 Open Skies Agreement
 Checklist must be submitted to TRO w/ expense report
 Check with Travel Office
The Open Skies Agreement
(OSA)
Open Skies Agreements (OSA)
 The biggest exception to Fly America Act
 DOE authorized SLAC to use OSA exception
(requires SLAC to certify every case)
 Deregulates air travel between agreement nations. Signed
by governments.
Open Skies Agreements (OSA)
 Existing OSAs
with the U.S.
What do these OSAs mean to SLAC travelers?
 Can use an EU airline to a
destination serviced by an EU
airline; or
 between two points outside the
U.S.
 Fill in FAA Waiver Checklist.
Allowable routes: US-EU OSA exception
 EU to US
(e.g. Frankfurt to SFO)
 US to EU
 EU to US to Foreign country
(e.g. SFO-Paris)
(e.g. Dublin-NYC-Vancouver)
 Foreign country to US to EU
(e.g. Mexico City-NYC-Madrid)
 US to Foreign country to EU
(e.g. Cleveland-Montreal- Barcelona)
 EU to Foreign country to US
(e.g. Vienna-Toronto-Denver)
 Foreign country to EU to US
(e.g. Istanbul-Amsterdam-Memphis)
 US to EU to Foreign country
(e.g. SFO-Munich-Moscow)
 US to ECAA *
(e.g. Washington DC-Sarajevo)
 ECAA to US
(e.g. Belgrade-Washington DC)
*European Common Aviation Area
What do these OSAs mean to SLAC travelers?
 Can use a Swiss airline between U.S. and Switzerland
 Can use an Australian airline between U.S. and Australia
 Can use a Japanese airline between U.S. and Japan
or between
two points
outside the U.S.
 Fill in FAA Waiver Checklist
 NO city-pair contract must exist between the origin
and destination cities.
Sample: US-EU OSA exception
 US to EU (e.g. SFO to Frankfurt)
Sample: US-EU OSA exception
 US to EU to Foreign Country
 e.g. SFO – London - Geneva
 e.g. SFO – Germany - Moscow
Sample: US-Switzerland OSA exception
 E.g. SFO to Geneva
 No city-pair contract exists
between SFO and Geneva
http://apps.fas.gsa.gov/citypairs/search/index.cfm?ft
Fly America Act and Open Skies Agreement
Guide: http://www-group.slac.stanford.edu/ocfo/travel/FAAExceptions.html
Other Foreign Travel Concerns
Visas
Health and Safety
• Contact CIBT if you need
assistance with obtaining a
visa for the country you are
traveling to
• Please be aware of the
safety and health issues of
the country you are visiting
• Use link found on our
Foreign Travel page to
apply our SLAC discount
automatically
• Check with your physician
for health advise and for
necessary vaccinations
Employee Travel Assistance Program
•Medical assistance
•Pre-trip information
•Medical evacuations
•Emergency medical assistance
•Travel assistance
•Personal assistance services
•Security, political or natural
•Available 24/7
disasters assistance
•Available 24/7
Keep wallet-size ID card handy while traveling
Additional information available at: http://internationaltravel.stanford.edu/
Foreign Travel Expense Report
(FTER)
V110811
Prepared by
Method of payment
Charge Number
Meals provided
Traveler’s & Business Mgr Signature
Any special notes you would like the processor to know?
Business Date/Location Comparison
Price
Business Only
Dates
FAA Compliant
Economy Seating
Business Location
Please print!
Currency
Conversion
• Use this amount to
convert foreign receipts
• Select +/- 3% Typical
Credit Card Rate
• Use first business date in
country for entire report
Note: Credit card statement /
exchange receipt has
precedence.
Please print conversion!
Acceptable Airfare Receipt Document
Acceptable

Not Acceptable

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




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× Missing proof of payment

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Common Reimbursement Problems
1
2
3
4
5
6
Missing airfare comparison (personal travel)
Incorrect use of M&IE per diem
Traveling outside approved dates
Missing Itemized receipt(s) / Proof of payment
Lodging in neighboring country without clearance
Missing Business Manager’s Approval
• Turn in TERs within10 days after trip ends
• Inform the travel office if:
– Funding status has changed
• Not claiming DOE expenses
– Travel did not take place (Cancelled trip)
• DOE requires us to close-out all trips
– Outstanding open trips may prevent future DOE
foreign travel approval