CONTENTS
215 TRAVEL VOUCHERS
215.1 PREPARATION OF TRAVEL VOUCHERS
215.2 REIMBURSABLE EXPENSES
215.3 SUPPLEMENTARY EXPENSES - TELEPHONE CALLS
216 ITINERARIES
217 PASSPORT/VISA
Subchapter 220 - LEAVE
220.1 GENERAL
220.2 ANNUAL LEAVE
220.3 SICK LEAVE
220.4 COMPENSATORY TIME
220.5 OVERTIME
Subchapter 230 - SAFETY/SECURITY
230.1 GENERAL
231 COUNTRIES WITH TRAVEL ALERTS
232 PERSONAL SAFETY
232.1 TRAVEL DOCUMENTS
232.2 HEALTH
232.3 SECURITY CONSIDERATIONS WHEN TRAVELING ABROAD
215 TRAVEL VOUCHERS
215.1 PREPARATION OF TRAVEL VOUCHERS
Submit completed travel vouchers to your immediate supervisor
for review and forwarding to the regional/district voucher auditor
within two weeks after return from international travel and according
to district procedures.
Travel vouchers must show departure and arrival dates. A copy
of the travel order and subsequent amendments should be attached.
Lodging receipts are required.
All expenses claimed on the travel voucher should be converted
to U.S. currency. Include the conversion rate used for your calculations.
Attach receipts for expenses over $75, or if otherwise required
(e.g., charges for traveler checks). The travel voucher should
state either "receipt attached" or "no receipt
available" for each applicable entry on the voucher.
All official telephone calls, FAX's and telexes must be indicated
as such. Personal telephone calls initiated by the traveler are
reimbursable at an average of $5/day, or not to exceed $5/day
for the number of days in travel status (such as $140/28 days).
Receipts are required. (Government calling cards should be used
whenever possible). Avoid making international calls from the
hotel as their rates tend to be more expensive.
Do not delay submission of the travel voucher awaiting a telephone
bill as a receipt, especially for telephone calls billed to a
personal calling card. Submit the travel voucher, and when all
telephone bills are received, submit a separate claim using an
SF 1164 (Claim for Reimbursement form). The SF 1164 should be
submitted to the regional/district voucher auditor as though
it were a normal voucher and a separate reimbursement check will
be issued. A copy of the travel order should be attached.
A copy of the completed travel voucher should be retained for
personal records and the original plus attachments should be
forwarded to the immediate supervisor for review and forwarding
to the regional/district voucher auditor for processing. If you
have questions regarding how to prepare your travel voucher,
you should telephone the regional/district voucher auditor or
the FDA Travel Audit Branch (HFA 123) at (301) 827-5008.
If you owe the government money from your travel voucher, make
the check payable to "U.S. FDA." The travel order number
should be referenced on the check. Checks should be submitted
to the Regional or district auditor after the voucher has been
audited.
If leave is taken during a trip, include a statement on your
travel voucher and have the timekeeper enter the timekeeper number
and initial the voucher to show the leave has been recorded.
215.2 REIMBURSABLE EXPENSES
Excess baggage – receipt or travel voucher must show weight
of baggage and points between which moved.
Parking fees – charges for parking automobiles on official
business
Currency exchange fees – fees for converting currency
in foreign countries
Passports, visas, and inoculations – passports, visa fees,
costs of photographs for passports and visas, birth certificates,
health and identity and affidavits. Charges for inoculations
not obtainable through a Federal dispensary
Postage – postage necessary for official air mail, foreign,
or parcel post mail; official registered and special delivery
mail; and for express carrier
Transportation used locally while in travel status – taxicab,
bus, train, airport limousine used between common carrier or
other terminals and home or place of business; and between places
of business when a cheaper mode of transportation is not available
or is impractical.
Telegrams, cablegrams, fax messages – charges for telegrams,
cablegrams, radio grams, and fax messages on official business.
Telephone calls – charges for official local and long
distance calls. Charges for telephone calls home, not to exceed
$5.00/day average.
Photocopying – charges for copies of records, when necessary
on official business.
Shipment (freight or express) – shipment by freight or
express of government property not classified as baggage and
not admissible to the mails.
Auto rental, - rental charges including gasoline, tools, parking,
and extra liability insurance.
Emergency and other miscellaneous expenses – purchase
of emergency airline tickets or purchase of emergency supplies.
Porter fees for personal property, briefcases, luggage, etc.
and tips to waiters/waitresses, are not allowed. The M&IE
allowance is intended to substantially cover the cost of meals
and incidental travel expenses such as tips, laundry, and dry
cleaning.
Questions regarding reimbursable expenses, should be directed
to DFI (301)827-5653 or HFA 123 (301) 827-5008.
215.3 SUPPLEMENTARY EXPENSES - TELEPHONE CALLS
To keep expenses of phone calls at a minimum, it is very important
that ALL travelers have and use government calling cards when
placing business calls while in travel status. If you do not
have a government issued calling card, you should apply for one
immediately!! Use of the calling card will drastically reduce
the costs. The cost of direct-dial calls from a hotel room is
highly inflated. If for some reason you do not have a government
calling card, or you have a problem using it, once you contact
the person you need to speak with, explain that you need to discuss
an inspection issue and ask the person to call you back right
away.
If you use a computer to access the mail system, please check
with your local “Computer personnel” so that you
are aware of, and employ the most economical means to access
the system. (DFI can provide you with instructions to make connection
to the internet using the calling card service.) Make sure that
after you have downloaded your messages, you get “off-line” while
you read the mail. When composing a long message, write it off-line
before making the network connection.
216 ITINERARIES
DFI will provide a detailed itinerary for each traveler. The
itinerary will reflect dates, countries, cities, hotels, and
the firms to be inspected. The traveler should insure that a
completed itinerary is provided prior to departure.
The traveler should keep a copy of the itinerary on his/her
person throughout travel status. It is suggested the traveler
provide a copy of the completed itinerary to his/her home district.
DFI must be promptly notified, when changes occur in the scheduled
itinerary. Use discretion whether to use FAX or telephone to
advise of changes. Remember that DFI can be reached 24 hours
a day at (301) 443-1240 and FAX at (301) 443-6919 and (301) 827-6685.
Provide DFI with a contact person to be notified in the event
of an emergency.
217 PASSPORT/VISA
DFI has the responsibility of providing the
Traveler with a U.S. Government passport and any travel visas
required.
Passport – A U.S. citizen needs a passport to depart or
enter the United States and to enter and depart most foreign
countries. The passport is your proof of U.S. citizenship.
Visa – An endorsement or stamp placed in your passport
by a foreign government that permits you to visit that country
for a specified purpose and time period.
DFI will provide the forms or documents necessary for obtaining
passports and visas. It is the traveler’s responsibility
to complete the visa forms and return them to DFI in a timely
manner. Completed passport applications, along with photos and
proof of citizenship, must be hand-carried to a local passport
office, court-house or post office for swearing-in and processing
by the State Department.
DFI has the responsibility of notifying the traveler in advance
of an upcoming passport expiration so new passports may be obtained.
All expenses involved in obtaining official passports and visas
are reimbursable. Certain countries will not permit you to enter
and will not place a visa in your passport, within six months
of the expiration date.
Official passports are for use while conducting official government
business only. Upon return to the U.S., the passport must be
returned immediately to DFI, who will have it secured in the
designated safe where all official passports for FDA employees
are held.
For security reasons a traveler may wish to carry a personal/
tourist passport. The cost of obtaining a tourist passport
is not reimbursable. The traveler should remember that a passport
that is used to get into a country should also be used to exit
the country. If a traveler is carrying a personal passport
in addition to the official passport, extreme care should be
taken when using the second passport.
a. LOSS OF PASSPORT
It is important that you safeguard your passport. Its loss could
cause you unnecessary travel complications.
If your passport is lost or stolen abroad, contact your trip
planner. Report the loss immediately to the local police and
to the nearest U.S. embassy or consulate. If you can provide
the consular officer with the information contained in your passport,
it will facilitate issuance of a new passport. It is a good idea
to make photocopies of the data page of your passport. Keep copies
in a separate place.
SUBCHAPTER 220 - LEAVE
220.1 GENERAL
Be guided by the IOM regarding general policy and responsibility
concerning leave.
220.2 ANNUAL LEAVE
Annual leave in conjunction with international travel is discouraged.
Leave must be approved in advance by the traveler's supervisor
and ORO/DFI management. Annual leave must be shown on the T.O.
Travel vouchers must bear the timekeeper's number and initials
to show leave has been posted on the traveler's time card. Travel
vouchers must accurately show when official travel starts, pauses,
resumes and stops.
220.3 SICK LEAVE
If a traveler becomes incapacitated during a international trip
due to illness and/or injury, notify DFI as soon as possible
(via telephone or fax) after seeking and receiving appropriate
medical care. Advise DFI of status and anticipated duration of
sick leave. DFI will advise subsequent firms, that were due for
inspection, of status and changes to itinerary. The traveler
should advise DFI of anyone else to be notified if different
from the emergency contact.
220.4 COMPENSATORY TIME
The traveler should use good judgment in claiming compensatory
time. If it is believed, due to the extent of time involved that
there should be reimbursement, compensatory time should be requested
in advance, through district supervisor/manager and subsequently
reported by the district timekeeper. DFI must be informed of
all requested compensatory time for international work assignments.
The information needed is the date, day, firm, nature of extra
time worked and hours. Except in rare emergencies, compensatory
time cannot be granted for time spent traveling. The actual amount
of hours worked must be reported to DFI.
220.5 OVERTIME
Presently, travelers are allowed to earn up to ten (10) hours
overtime per week for international inspection trips. If you
anticipate that you will require overtime, submit appropriate
paperwork (FDA form 211) to DFI prior to departure. DFI management
or trip planners will sign and approve since the money for this
eventually comes from the DFI budget.
The traveler is to use good judgment in claiming overtime. The
actual hours worked are to be reported to DFI. Overtime earned
will be handled as described in Paragraph 220.4 above.
SUBCHAPTER 230 - SAFETY/SECURITY
230.1 GENERAL
Take the necessary safeguards to minimize the opportunity for
safety problems. Use and/or wear protective gear, follow established
procedures in dealing with hazardous materials and situations,
and use common sense.
When conducting inspections, be guided by the firm's safety
requirements. If the firm requires employees to wear special
clothing, use ear protectors, eye protectors, respirators, etc.,
the investigator should request the firm to provide them with
similar protection.
Operations in the radiological area require extra safeguards.
Refer to the IOM for further guidance. Additional advice on protective
measures may be obtained from Regional Radiological Health Personnel.
231 COUNTRIES WITH TRAVEL ALERTS
As a routine part of the process of planning any foreign inspection,
the DFI trip planners review the current State Department alert
list. If a travel warning or advisory issued by the State Department
exists for the country in which a non-routine inspection has
been requested by a Center, the trip planner will advise the
DFI manager.
All requests for inspections in the subject country must be
individually approved by the Associate Commissioner for Regulatory
Affairs, after which requests for volunteers will issue. Such
requests will contain the reference to the State Department Advisory.
When and if names of volunteers are submitted, DFI will select
two or more members to make up an inspection team for the country
subject to the advisory.
There will be no annual leave approved in countries that are
referenced in state department advisories or warnings. If no
volunteers are forthcoming, DFI will contact the appropriate
Center and advise them of the lack of volunteers.
232 PERSONAL SAFETY
Awareness of your personal safety should be increased when traveling
outside the U.S. Extra care should be taken regarding health
care, safety and welfare.
232.1 TRAVEL DOCUMENTS
Travel documents such as airline tickets, train tickets, passports,
etc., should be kept in a secure location. These documents should
be kept in the immediate proximity of one's person. At motels/hotels
security boxes are usually available at no extra charge. Be very
careful with travel documents, as well as money. Passports and
plane tickets are easily converted into cash by thieves.
Your passport is the most valuable document that you will carry
abroad. It confirms your U.S. citizenship. Please guard it carefully.
You may need it when your check into hotels or exchange money.
Protect official Agency documents including applications, EIRs,
exhibits, computer disks, etc. which may contain confidential
or sensitive information and safeguard it to prevent loss or
theft. Any such materials should be kept in a secured area. Travelers
should not carry the original copy of product applications, DMFs,
or any such document.
232.2 HEALTH
Maintaining good health while traveling abroad is difficult
but important. International travelers can improve upon this
situation by taking the necessary preventive measures. Contact
DFI or local health unit concerning health information tips for
international travelers.
The Centers for Disease Control (CDC) publishes a document entitled "Health
Information For International Travel" on a yearly basis.
This book describes the risks which may be encountered when visiting
other countries. It also specifies the vaccinations required
by different countries. This information is available on the
Internet, http://www.cdc.gov.
The Public Health Service (PHS) Health Unit at Parklawn (301-443
1238) can provide immunization information. With prior notice
and a copy of travel order showing international travel, they
will provide immunization free of charge while at Parklawn for
briefing. The State Department in Washington (202-647 3578) will
provide information and free immunizations which are not available
at Parklawn. CDC has a Hot-Line for touch-tone phone users regarding
immunizations (404-332-4559).
Depending on the destination, in addition to the required immunizations,
the traveler may want to consider additional protection in the
form of recommended immunizations. For example, both the International
Health Care Service, New York, and the Traveler's Clinic, Cleveland,
recommend Gamma Globulin for protection against Hepatitis A,
a common illness among travelers. Discretion should be used and
personal physicians should be consulted regarding immunizations.
It is advisable to maintain an up to date vaccination record.
Record cards are usually available through the CDC or local health
unit. Required vaccinations (i.e. Yellow Fever, Smallpox) and
necessary prophylactic medications (i.e. chloroquinone, pyrimethmine
sulfadoxine, etc.) are reimbursable while those recommended are
probably not.
It is also advisable to carry necessary medications for commonly
encountered health problems such as common colds, constipation,
cuts, scratches, minor burns, diarrhea, heartburn, indigestion,
insomnia, motion sickness, altitude fever, sore throat, protection
against insects, and sun screen.
If prescription medications are necessary, carry enough for
the duration of trip, plus extra in case of unexpected extensions
of travel. It is also advisable to carry a copy of the prescription
to assist clearance through Customs etc.
Review the IOM for further guidance regarding other safety and
health concerns.
Travelers who need to wear glasses or contact lenses should
consider carrying an extra pair in case of damage or loss of
the original pair. Carrying a copy of the prescription is advisable.
Soft contact lenses will absorb chemical vapors which could cause
injury to the eyes. For this reason, soft contact lenses should
not be worn in bulk chemical plants.
Upon becoming ill in a foreign country, contact the American
Consulate to obtain direction to an English speaking doctor or
an approved medical facility. It is advisable to carry a list
of the addresses and phone numbers of consulates/embassies for
the countries to be visited.
a. HEALTH CARE FOR COMMISSIONED CORPS OFFICERS
When overseas, officers should follow the same procedure as
for domestic emergencies. That is, get the treatment and call
the Beneficiary Medical Program (BMP) within 72 hours. Call commercial
number 301-594-6424. The officer must pay medical bill and submit
to the BMP. BMP also has an e-mail address: bmp@psc.gov
232.3 SECURITY CONSIDERATIONS WHEN TRAVELING ABROAD
When you are in a foreign country, you are subject to its laws.
It helps to learn about local laws and regulations and to obey
them. Avoid areas of unrest and disturbance. The internet is
an excellent resource for country information.
Deal only with authorized outlets when exchanging money or buying
airline tickets and traveler’s checks. Do not deliver a
package for anyone, unless you know the person well and you are
certain that the package does not contain drugs or other contraband.
The key theme of this document is good common sense. Do NOT
go into areas of known hostility. Do NOT interject yourself into
riotous situations. "Be careful."
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