Paperwork Processes for International Travel with the ...



Orientation Packet

Tips For International Travel with the Forest Service

Updated December 27, 2006 with specific information on emergency travel for Australia fire support.

IMPORTANT!

While traveling internationally, you are perceived as a representative of the United States government both during work hours and off duty.

Preparing To Travel – Travel Authorization, Passports, Visas, Tickets

If you do not have an official passport, follow the instructions in Appendix 1 of this document. It usually requires six to eight weeks (slightly less if you have a personal passport) to generate an official passport. For emergency travel such as support to Australia Fire support a personal passport may be used, but you should carry your travel authorization form with you to show that you are on official travel.

Go to the following website for information on paperwork required for international travel.



Start by downloading form FS-6500-1 Foreign Travel Proposal and FS6500-2 Request for Travel Authorization ( ). The purpose of the 6500-1 form is to obtain FS authorization for international travel and start the process for obtaining “country clearance”, and initiate obtaining a visa to visit the country. The purpose of the FS-6500-2 is to generate a Travel Authorization number through the Albuquerque Service Center. A spreadsheet will be completed at NIFC for all Forest Service employees who will be traveling to Australia. This spreadsheet will begin the process for issuing a travel authorization; however, you will need to submit the forms as well.

A. Instructions for filling out FS-6500-1 Foreign Travel Proposal

PART I Identifying Unit and Destination

Block 1-5: Self explanatory.

Block 6: Enter the town listed on your resource order

Block 7&8: If you do not know the exact departure and return dates use tentative dates based on your best information. Be aware, it is NOT possible to travel outside the timeframes listed, but IS possible to travel a shorter timeframe within the dates listed.

Block 9: Check “b. Other” and write “Provide emergency fire support to Australia.”

PART II Estimated Travel Costs (do NOT include salary costs here)

Block 1: Call Fed Traveler to get a cost estimate of a roundtrip flight. Add $500 to the quoted price and enter that amount here.

Block 2: Estimate $250/per day. Foreign per diem rates can be found through the State Department web page () and are adjusted monthly.

Block 3: Estimate miscellaneous expenses at $500.

Block 4: Fire Suppression, reimbursable

Block 5: Write “0” in this block. Cost to Home Forest Service Unit means your region/station/area or WO. In this case, the government of Australia will reimburse the Forests Service.

Block 6: Enter the total amount of blocks 1, 2, 3

Block 7: Total amount from Blocks 5 & 6

Block 8: Enter the Fire code from your resource order.

PART III Remarks

Fill in your information and check the appropriate boxes. Be sure to check the appropriate box for your security clearance level. Include the following for in-country contact:

PART IV Signatures

Select signature blocks from the drop-down menu. It will ultimately need to be approved at the Regional Forester level if you are Forest or Region employee, Director or Ass’t Director level if WO employee, so select accordingly. There is a section later in this document regarding the signature approval process and subsequent routing. However the unsigned FS-6500-1 can be used to start the visa issuance and country clearance process (discussed below).

B. Instructions obtaining Visa.

Electronic visas can be issued for Australia. Fedtraveler can issue an electronic visa at the time you make your travel reservations – you must have your passport number and job code / override available.

Employees may also apply for their own visa electronically and claim reimbursement on travel voucher.

C. Instructions for filling out FS-6500-2 Request for Travel Authorization

NIFC will send a spreadsheet to the ASC to begin the issuance of travel authorizations. Individual travel authorizations will be issued to each person traveling.

This ASC website provides instructions for the FS-6500-2 and its routing.

Please use the following specifics for Australia.

“X” the box next to authorization.

Block 1: Leave blank

Block 2-5: Fill in your information

Block 6: Leave blank

Block 7-9: Fill in your information

Block 10: Enter xx/xx/200x

Block 11: Enter xx/xx/200x

Block 12: Write in “Foreign travel to provide Fire suppression support to Australia.”

Block 13: Enter B-Foreign Travel in the space provided

Block 14: Enter: From: your hometown airport To: the airport listed on your resource order and return: your hometown.

Block 15: Purpose code 8

Block 16: X Common Carrier

Block 17: Enter: per diem information from State Department website link above depending on the location you will be responding to.

17d. is blank.

Blocks 18 & 19: Blank.

Block 20: Add everything up and enter the total. Round up to the nearest hundred: cost of plane ticket, cost for lodging, and M&IE. If you will be charging mileage for POV include the approximate amount in transportation costs.

Block 21: Enter P code provided on your resource order.

Block 22: Enter “Foreign travel to provide fire suppression support to Australia.”

D. FS-6500-1 and FS-6500-2 Routing for Signatures and to Albuquerque Service Center

Supervisory signature is all that is required on the FS-6500-2. The FS-6500-1 needs three signatures: supervisor, Forest Supervisor, and Regional Forester. You will need to work with the Regional Forester’s secretary or administrative assistant, or foreign travel coordinator to ensure the FS-6500-1 is signed and then returned to you. When you receive your travel authorization, check it over carefully for accuracy. Follow the instructions for routing from the ASC website.

E. Purchasing Tickets

Dispatch will notify you of the preferred departure point (most likely San Francisco or Los Angeles), and date of departure. You will be responsible for making your travel arrangements through Fedtraveler. It is recommended you call Fedtraveler to make your reservation rather than using the website. Foreign travel is charged to the central account, so you will need your travel authorization number and job code / override to make reservations.

F. Calling cards

Check if your telephone calling card is activated for international calls. Follow local procedures to activate, if necessary.

G. Internet Access

In some locations, you may not have access to Lotus Notes email while traveling. Free “Yahoo” or “hotmail” email accounts can be setup for email contact while in travel status. Go to the respective websites (i.e. ) and follow the instructions for setting up a new account. You can access this email worldwide where there is Internet access. .

H. What to Bring

1) Carry at least two black and white xerox copies of your official passport and visa. Hide these in various places in your luggage. It is advisable to take at least 2 extra passport photos in case your passport is lost or you need another visa.

2) Have some type of secure method for carrying your passport, money, and valuables. This might be a money belt, fanny pack, undershirt passport holder, etc. If you are in a hotel use the safe to store your valuables.

3) Pack all needed prescription medicines, as well as treatments for both diarrhea and constipation (common traveler’s discomforts). Bring powdered electrolyte solutions to add to water to assist in re-hydration during diarrhea episodes. Bring medicines for any illnesses commonly experienced while under stress (bladder infections, colds, heartburn, etc). Bring vitamins and any other supplements to assist with the change in diet. Bring a small first aid kit.

4) Bottled water is available everywhere. Carry a liter of water with you and drink frequently.

5) Carrying a small supply of toilet paper at all times is a good idea. A supply of handi-wipes and/or no-water anti-bacterial soap may also be useful. Women should bring all needed menstrual supplies

6) Bring an array of “financial instruments”. Bring cash, an ATM card, a couple of personal checks, and both the government and a personal credit card. Exchange some money at the airport to get you through the first day or two (no more than $50).

7) Do NOT bring or wear expensive watches or jewelry.

8) Bring a small pocket calculator for currency and metric system conversion, as well as metric conversion formulas.

9) If applicable, bring a spare pair of prescription glasses.

Returning Home – Processing Travel Vouchers

You may have food and lodging provided and if so, you can claim reimbursement for incidental expenses only.

Fluctuations in the currency exchange rate make it difficult to know the exact per diem costs billed to a credit card, until your statement arrives. To expedite this, you can call the 800 number listed on the back of the government credit card and get the most recent charges to your credit card. If you need further verification, talk with a customer representative to get the vendor and identification number to compare with those on your receipts.

There are a few common misunderstandings in completing international travel vouchers. Here are some tips.

1) When beginning your voucher select “Foreign Travel” On the trip itinerary page you can look up country and city codes. Country code for Australia is 160. Per diem rates for Australia can be checked at this web site:

2) Laundry and dry cleaning expenses remain part of the incidental portion of the per diem rate for travel to foreign and non-foreign (outside CONUS) areas, and may not be claimed as a separate expense.

3) Room taxes have not been removed from the foreign travel rates. Therefore, separate claims for taxes are not allowed for foreign travel.

4) GV or TR purchased tickets (tickets purchased by dispatch and charged to the Centrally Billed Account) should be documented on the travel voucher under Section C, but are not included in Section D as a claim for reimbursement to the traveler.

5) Sightseeing costs, use of internet for personal correspondence, phone calls home over ten minutes per day cannot be claimed on your travel voucher.

NEED AN OFFICIAL PASSPORT???

(US Government policy: All government travelers, on official travel, MUST travel on an Official Passport, the only exception is emergency travel.)

WITH PLANNED TRAVEL: Your FS-6500-1 should be complete as possible. Part II may be estimated. No signatures required. If you have in-country contact information, include it at this time, name and phone number of someone you will be working with. IF CONFERENCE: Hotel name & phone number where you will be staying. This is for the country clearance cable.

WITHOUT PLANNED TRAVEL: Your FS-6500-1 must have Blocks 1,2,3,4 completed along with REMARKS: Office Address, Phone Number, E-mail, Fax, Passport questions, DOB, POB, SSN. No signatures required.

INSTRUCTIONS: WITH PERSONAL OR OLD OFFICIAL PASSPORT

(Issued within the past 15 years)

1. Complete DS-82, sign and date (web site: travel.)

2. Attach 2 NEW photos

3. MUST attach Passport if it’s not already in the WO

4. Include copy of FS-6500-1 (Foreign Travel Proposal)

5. Mail via Federal Express to: Sandra Farber, USDA Forest Service,

6 Woodmont Court, Stafford, VA 22554

Ph: 540/659-2973

This process takes approximately three (3) weeks.

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INSTRUCTIONS: FIRST TIME APPLICANTS

(Or any passport issued more than 15 years ago)

1. Submit: FS-6500-1, e-mail or by fax 540/659-4670.

Information on form: See above information.

2. I will have the form AD-121 signed within the Department, and I will send a package, to you, to apply for the passport in person.

Package will contain: AD-121, signed; DS-11, to be completed (no signature or date prior to making application) and instructions. Traveler must apply in person and take photo id, 2 new photos and birth certificate or old passport. No fee required for passport. Passport office or County Clerk of Court, usually $10.00, may charge an execution fee.

This process takes up to six (6) weeks, start to finish.

WEB SITE FOR DS FORMS: travel.passport_services.html

Prints off on 2 pages, Xerox to 1 sheet, 2 sided

FS-6500-1 may be found on the FS web site in FORMS

For more information, please contact your local Foreign Travel Coordinator.

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