foreign travel training october 29, 2012. $1.6m 713 $2.8k

Foreign Travel Training

October 29, 2012

Travel Trivia: Total SLAC Foreign

Expense

Total Foreign Expense Transactions

Per Foreign Trip Average

$1.6m

713

$2.8k

Top 10 Foreign Destination

Travel Trivia:

Switzerland 139

Germany 101

Japan 77

France 57

Italy 53

Spain 48

China 34

Canada 32

Korea 21 Australia 17

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

Conference Approved

Travel Approved

Trip Approved

U.S. State Dept eCC

Request country clearance (eCC)

eCC granted

Approval

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:– 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

• First time traveler will need to complete fields 3-14

• Required information marked with asterisk (*)

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

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

Reviewers and Approvers

•Late Waiver

Key Things to Remember

•Car Rental Request• Purchase insurance

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 shareDestination: 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 OSAswith the U.S.

1. European

Union2.

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; or

between two points outside the U.S.

Fill in FAA Waiver Checklist.

1. European

Union

Allowable routes: US-EU OSA exception

1. European Unio

n

*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 Checklist2.

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 Unio

n

US to EU (e.g. SFO to Frankfurt)

Sample: US-EU OSA exception

1. European Unio

n

US to EU to Foreign Country

e.g. SFO – London - Geneva e.g. SFO – Germany - Moscow

Sample: US-Switzerland OSA exception

2. Switzerl

and

No city-pair contract exists between SFO and Geneva http://apps.fas.gsa.gov/citypairs/search/index.cfm?ft

E.g. SFO to Geneva

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• 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: http://internationaltravel.stanford.edu/

Foreign Travel Expense Report(FTER)

Meals provided

V110811

Traveler’s & Business Mgr Signature

Prepared by

Method of payment Charge 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×

Acceptable Not Acceptable

Common Reimbursement Problems

1 Missing airfare comparison (personal travel)

2 Incorrect use of M&IE per diem

3 Traveling outside approved dates

4Missing Itemized receipt(s) / Proof of payment

5 Lodging in neighboring country without clearance

6Missing 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