Foreign Travel Training October 29, 2012

$1.6m 713 $2.8k

Travel Website Introduction

Here’s the Confusion… Traveler DCC/BM Supervisor/ BM Conference Management Travel Office DOE Conference DOE Travel Enters into iPortal Submit FTA - 35 days Submit CAF - 75 days Enters into FTMS Conference Approved Travel Approved Trip Approved U.S. State Dept eCC Request country clearance (eCC) eCC granted Approval

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: – – 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

First time traveler will need to complete fields 3-14 Required information marked with asterisk (*) FTA Version: FTAV Travel is NOT approved until an approval has been received Trips over 30 Days in one location require S.A.F.E Training

Key Things to Remember Estimated Travel Costs Foreign funding- invitation Benefits to Government Why should DOE pay? Place of Departure Departure & Return Date Arrive no more than 24 hours prior to business start

Key Things to Remember Conference Information (Presenting? Presentation Notes) Host Contact After-Hours (name & phone) Purpose of Trip Destination – City, Country

Traveler 1 Supervisor 2 Business Manager 3 Reviewers and Approvers Late Waiver Key Things to Remember Car Rental Request Purchase insurance

Sensitive / T4 Countries DOE List of Sensitive Countries AlgeriaHong KongKyrgyzstan (Kyrgyz Republic) Taiwan ArmeniaIndiaLibyaTajikistan AzerbaijanIraqMacauTurkmenistan BelarusIsraelMoldovaUkraine China, People Republic of KazakhstanPakistanUzbekistan GeorgiaKorea, NorthRussia DOE List of Terrorist Supporting (T-4) Countries CubaIranSudanSyria

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 ComplianceOut of Compliance Flight leg out of compliance

FAA Sample #3 – U.S Carrier to furthest destination Destination: Jaipur, India In ComplianceOut 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. 1. European Union 2. Switzerland 3. Australia 4. Japan

What do these OSAs mean to SLAC travelers?  Can use an EU airline to a destination serviced by an EU airline; orEU airline  between two points outside the U.S.  Fill in FAA Waiver Checklist. 1. European Union

Allowable routes: US-EU OSA exception 1. European Union *European Common Aviation Area  EU to US(e.g. Frankfurt to SFO)  US to EU(e.g. SFO-Paris)  EU to US to Foreign country(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)

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  Fill in FAA Waiver Checklist 2. Switzerland 3. Australia 4. Japan  NO city-pair contract must exist between the origin and destination cities. or between two points outside the U.S.

Sample: US-EU OSA exception 1. European Union  US to EU (e.g. SFO to Frankfurt)

Sample: US-EU OSA exception 1. European Union  US to EU to Foreign Country  e.g. SFO – London - Geneva  e.g. SFO – Germany - Moscow

Sample: US-Switzerland OSA exception 2. Switzerland  No city-pair contract exists between SFO and Geneva  E.g. SFO to Geneva

Fly America Act and Open Skies Agreement  Guide:

Other Foreign Travel Concerns VisasHealth and Safety Please be aware of the safety and health issues of the country you are visiting Check with your physician for health advise and for necessary vaccinations Contact CIBT if you need assistance with obtaining a visa for the country you are traveling to Use link found on our Foreign Travel page to apply our SLAC discount automatically

Employee Travel Assistance Program Medical assistance Medical evacuations Travel assistance Security, political or natural disasters assistance Available 24/7 Pre-trip information Emergency medical assistance Personal assistance services Available 24/7 Keep wallet-size ID card handy while traveling Additional information available at:

Foreign Travel Expense Report (FTER)

Meals provided V Traveler’s & Business Mgr Signature Prepared by Method of paymentCharge Number Any special notes you would like the processor to know?

Business Date/Location Comparison Economy Seating FAA Compliant Business Only Dates Price 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 Missing proof of payment × AcceptableNot Acceptable

Common Reimbursement Problems 1 Missing airfare comparison (personal travel) 2 Incorrect use of M&IE per diem 3 Traveling outside approved dates 4 Missing Itemized receipt(s) / Proof of payment 5 Lodging in neighboring country without clearance 6 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