1500
- TRAVEL POLICIES AND PROCEDURES 1. Explanation of Material Transmitted: The material transmitted
contains amended language in order to reflect recent changes in HHS policy and corresponding NIH procedures. Examples are: 1) the new
two-day annual leave rule for international travel; 2) the requirement for employees in a consultant/expert capacity to get clearance from the
HHS before they can meet with staff of a multilateral organization, e.g., World Health Organization; 3) the requirement for employees in long term
temporary duty travel, i.e., over 30 days, to enroll in class for Personal Security Training prior to their departure; 4) insertion of
contact information regarding specific visa requirements from an
immigration perspective; and 5) updated and/or inserted new web site links. 1500-07-00 - International Travel This chapter contains policy guidance relating to international travel by NIH employees, Commissioned Officers, Non-FTE Persons, and Invitational Travelers (excluding change of duty station); defines international travel; and describes the requirements for authorization and approval of international travel. 1500-07-01 - Policy
1500-07-02 - Notification of Foreign Travel (NFT)
1500-07-03 - NIH Employees in Expert Consultations and Other Events Sponsored by Multilateral Organizations 1500-07-04 - Personal Security Training for Long Term TDY Travel 1500-07-05 - Annual Plan for Participation at International Meetings 1500-07-06 - Annual Leave Taken in Conjunction With International Travel 1500-07-07 - Passports and Visas
1500-07-01 Policy Among the goals that international travel can and should serve are:
B. Need for Special Procedures To serve these goals, international travel is often of high priority. At the same time, it must be subject to specific procedures for justifying, approving, and monitoring beyond those regulations applied to domestic travel within the United States. International travel is often more expensive than domestic travel and entails security concerns and other sensitive issues. Travel abroad by U.S. Government employees has an aspect of representing the United States and the American people to other nations. International travel is especially visible and subject to both Congressional and public scrutiny. The Special Assistant to the Secretary for International Affairs has established a system of controls for DHHS to ensure that proper and sufficient prior notice of all international travel to be performed will be submitted in time to secure clearance through the Office of the Secretary, the State Department, and the National Security Council, as necessary, and to provide assistance for other required activities (such as preparing embassy cables and obtaining passports and visas). The appropriate official will authorize and approve all international travel to ensure that the proposed official travel serves the goals of the Department and the NIH, and is not approved when it does not adequately serve these goals (See NIH Manual Issuance 1130 - Delegations of Authority, Travel #9).
E. Object Classification Codes for International Travel See OFM Transmittals No. 82 and 82A. 1500-07-02 Notification of Foreign Travel (NFT) A Notification of Foreign Travel (NFT) must be prepared and forwarded electronically to the FIC via the Office of Global Health Affairs (OGHA) automated system. A NFT request must be entered for all international travel by NIH personnel on official business, regardless of the source of funding for the travel. Upon receipt of the NFT, the FIC obtains the necessary Department of State cable clearances for the trip. All requests must include, 1) detailed cost data of all transportation and travel expenses projected to be incurred; 2) a detailed itinerary including any annual leave authorized; and 3) contact information including the name, address, and phone number of the in-country host and place of lodging and Embassy information (See F below). NFT for Travel to U.S.-based International Organizations. A NFT request must be entered on-line for all travel to U.S.- based international organizations. This includes conferences/meetings that take place in the organization’s headquarters or office building in e.g., Washington, DC, New York, etc. and conferences/meetings that take place elsewhere in the U.S. that are sponsored by the organization. These international organizations include but are not limited to the following: World Health Organization, Pan American Health Organization, United Nations Children’s Fund (UNICEF), United Nations Food and Agriculture Organization (FAO), the Organization for Economic Cooperation and Development (OECD), and the Codex Alimentarius Commission. B. Submission Deadlines for NFT The NFT must be received on-line by the FIC, not later than 30 days prior to departure. If this deadline is not met, the FIC will not have time to obtain the required clearances. Exceptions to this deadline may be made in emergencies or other cases where the travel was not anticipated. Travelers are urged to fax a copy of their Notifications to the Visa/Passport Office, FIC, as soon as they begin to make travel plans rather than waiting until IC or OD approvals are obtained. If the travel is later disapproved or canceled, the Visa/Passport office can be notified by telephone or fax. C. NFT for More Than One Traveler When two or more travelers from the same IC plan to attend the same conference, meeting, or site visit, and their itineraries are identical, the names should be consolidated on one Notification. A justification for sending more than one employee to a single foreign event must accompany the multiple-addressed NFT, if all employees are from the same lab/section/branch, etc. within the IC. E. Amended Notifications The guidance and format for the NFT are available at the following web site address: All NFT requests must be entered in the automated system such that the FIC will have the following information:
1500-07-03 NIH Employees in Expert Consultations and Other Events Sponsored by Multilateral Organizations When a multilateral organization, e.g., World Health Organization, invites a NIH official to participate in one of its events, whether such attendance is in an official business capacity or in a personal capacity, the HHS/OGHA must be informed of such representation. Thus, prior to embarking upon such travel, in order to ensure a coordinated effort, you are to contact the NIH Liaison of the OD/Office of Research Services on 301-451-4689. 1500-07-04 Personal Security Training for Long Term TDY Travel In order to comply with new Department of State security guidelines, NIH employees and others who are authorized to conduct long term temporary duty travel, i.e., 30 days or longer, must complete a personal security training class prior to departing on travel. When the NFT is prepared, the request must indicate that the traveler has signed up for the class and will complete the training prior to travel, or has already completed said training. For additional information, contact FIC staff at 301-402-9046. 1500-07-05 Annual Plan for Participation at International Meetings In line with HHS policy, the NIH must submit an annual plan to the OGHA that lists each international conference/meeting where the NIH anticipates attendance of 20 or more persons. The plan is to be submitted not later than August 1 of the preceding fiscal year. Any subsequent increases in the levels of participation must be approved by the OGHA. 1500-07-06 Annual Leave Taken in Conjunction With International Travel It is HHS policy that NIH travelers may not be authorized in excess of 2 days of annual leave per fiscal year in line with international travel. In addition, both days of annual leave must be taken with a single trip. Failure to take both days of leave on a single trip will result in forfeiture of the single day of leave. Exceptions may be allowed for travelers on long-term TDY in excess of 30 days. 1500-07-07 Passports and Visas The Fogarty International Center (FIC), Visa/Passport Office (V/PO) has responsibility for providing visa and passport services to the NIH and other components of HHS. Copies of all forms referenced in the following sections are available at the Visa/Passport Office. NOTE 1: Should you have questions about a H-1, J-1, or other visas and the specific immigration requirements for a Visiting Fellow or Invitational Traveler when travel requires a visa in order to enter the United States, you are to contact the NIH International Services Branch (ISB), Office of Administrative Management and International Services on
301-496-6166. A United States of America passport is a document of identity and nationality issued to U.S. citizens intending to travel or sojourn in foreign countries.
The FIC, V/PO will issue and process applications for official and diplomatic passports and visas for employees of the NIH and other HHS agencies. The FIC, V/PO will maintain control over the use of official and diplomatic passports issued to NIH and HHS employees. (For “Retention of Passport” policy, see Part D(7) below). NOTE: Employees conducting international travel should travel on an official passport unless the Department of State advises otherwise, e.g., security concerns. Official passports shall never be used for personal travel.
E. John E. Fogarty International Center Web Site For information regarding Notifications of Foreign Travel, Passports, and Visas, refer to FIC’s homepage: http://www.fic.nih.gov/services/visa.html For further information or guidance regarding Visas/Passports you should contact the FIC,V/PO at the following address: Building 31, Room B2C35, MSC 2220
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