Transcript Foreign Travel Training
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 France 57 Japan 77 Germany 101
Travel Website Introduction
Submit CAF 75 days
Here’s the Confusion…
DCC/BM Approval Enters into iPortal Conference Management DOE Conference Conference Approved Traveler Submit FTA - 35 days Supervisor/ BM Conference Approved
Trip Approved
Travel Office eCC granted U.S. State Dept eCC Request country clearance (eCC) Enters into FTMS Approval DOE Travel Travel Approved
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 [email protected]
– 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
•
Traveler 1 2
•
Supervisor
•
Business Manager 3
Sensitive / T4 Countries
Algeria Armenia Azerbaijan Belarus China, People Republic of Georgia Cuba Hong Kong India
DOE List of Sensitive Countries
Kyrgyzstan (Kyrgyz Republic) Libya Iraq Israel Kazakhstan Macau Moldova Pakistan Taiwan Tajikistan Turkmenistan Ukraine Uzbekistan Korea, North Russia
DOE List of Terrorist Supporting (T-4) Countries
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 US to EU EU to US to Foreign country Foreign country to US to EU US to Foreign country to EU EU to Foreign country to US Foreign country to EU to US US to EU to Foreign country US to ECAA * ECAA to US *European Common Aviation Area (e.g. Frankfurt to SFO) (e.g. SFO-Paris) (e.g. Dublin-NYC-Vancouver) (e.g. Mexico City-NYC-Madrid) (e.g. Cleveland-Montreal- Barcelona) (e.g. Vienna-Toronto-Denver) (e.g. Istanbul-Amsterdam-Memphis) (e.g. SFO-Munich-Moscow) (e.g. Washington DC-Sarajevo) (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 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
Contact CIBT if you need assistance with obtaining a visa for the country you are traveling to •
Health and Safety
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 • 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: http://internationaltravel.stanford.edu/
Foreign Travel Expense Report (FTER)
Method of payment Prepared by Charge Number V110811 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
×
Missing proof of payment
Common Reimbursement Problems
6 5 4 3 2 1 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