The Office of International Travel and Exchange Visitor Programs, MA-45, provides a variety of services, which facilitate DOE’s international travel for official or diplomatic purposes.  The Department of Energy is an authorized Passport Agency, and as such, processes No-Fee Official and Diplomatic Passport and Visa applications or related documents for government and contractor employees, who have been approved for official international travel. 

The Passport is an internationally recognized travel document that verifies the identity and nationality of the bearer.  A valid U.S. Passport is required to enter and leave most foreign countries. Effective January 23, 2007, U.S. citizens traveling by AIR between the U.S. and Canada, Mexico, Central and South America, the Caribbean and Bermuda will be required to present a valid US passport, Air NEXUS card or U.S. Coast Guard Merchant Mariner document. U.S. Passports are issued by the Department of State.

Official and Diplomatic Passports are the property of the U.S. Government and are authorized for Official Use Only.  An Official Passport is issued to an official or employee of the U.S. Government proceeding abroad in the discharge of official duties.  Where appropriate, dependents of such persons may be issued official passports. (22 Code of Federal Regulations, Chapter 1 51.3 (b)) A Diplomatic Passport is issued to a Foreign Service Officer, a person in the diplomatic service or to a person having diplomatic status either because of the nature of his or her foreign mission or by reason of the office he or she holds.  Where appropriate, dependents of such persons may be issued diplomatic passports. (22 Code of Federal Regulations Chapter 1 51.3 (b) and (c)

U.S. Passport Applications can now be completed online, in an encrypted environment; however, the completed form must be printed and submitted with an original signature, to the Passports and Visas Unit of MA-45. Typically, advance timing of 12-15 business days is requested for DOE to complete passport processing and to obtain a passport. The requirements for official passports include:

• the passport application,
• two photos,
• Proof of birth (passport, expired passport, or birth certificate),
• Cover Letter on the letterhead of the sponsoring government agency which provides information relative to the traveler’s grade, title, and pending trip.

Passport Applications and related Forms can be obtained from the U.S. Department of State web-site:  www.travel.state.gov

The Visa is a stamp placed in the passport, issued by the foreign consular officials at the Embassy of the foreign country which indicates that country’s approval of your visit and granting permission for you to enter that country for a specific time duration. Most countries require that a Passport be valid for at least six months beyond the dates of travel before a visa can be issued.

Visa requirements for official travel differ from the visa requirements for personal and private industry travel.  Processing times for visas are dictated by the various embassies.  While a 10-15 business day processing time is required to obtain visas from most countries; a 15-20 business day processing time is required to obtain visas for China, Viet Nam and Russia; and a two month processing time is required to obtain a visa for Cuba. When planning official travel, employees are reminded to allow sufficient time for the passport and/or visa application(s) to be processed and returned to DOE.

Important Notes:

• Original signatures are required for each Visa Application.
• Some foreign embassies will not issue a visa in Official or Diplomatic Passports without a letter from the Department of State.
• For purposes of official travel for DOE all officials are required to use a diplomatic or official  passport for a number of reasons:
1. A diplomatic or officials visa cannot be stamped into a tourist passport.
2. A visa will not be granted for entry into a foreign country when the reason for travel to that country is stated as official business and the tourist passport is presented.
3. Some countries will deny entry at the border to individuals entering the country on official government business when they arrive with only a tourist passport and not the official passport.  Further problems may also occur upon departure from that country.
4. Violation of Sovereignty.  Use of the tourist passport when traveling in an official capacity misrepresents the true purpose for which the traveler has entered the country.  This can have serious and adverse on the U.S. reciprocal relations with foreign countries.
5. Security concerns. Should there be a problem which in the host country, the official passport provides quicker access to officials of the host country government and greater protection.