8900.1 CHG 406


chapter 14  INTERNATIONAL Inspector Travel

Section 1  Policy

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12-715    FEDERAL AVIATION ADMINISTRATION (FAA) INTERNATIONAL TRAVEL GUIDELINES. The Office of the Administrator (AOA) requires that all FAA employees comply with the FAA International Travel Guidelines. You can find these guidelines on the International Programs and Policy Divisionís (AFS‑50) Intranet Web site or the Office of Policy, International Affairs, and Environmentís (APL) Web site. These guidelines provide information, forms, and formats for FAA employees who need foreign travel approval and travel documents. Other U.S. Government agencies and departments or foreign embassies, high commissions, and consulates control many of the required forms and processes. There are also links to important information provided by other agencies, such as travel warnings and immunization requirements, on the Web site. An FAA employee must ensure that they complete the numerous requirements prior to traveling to a foreign country on official business. The International Travel Guidelines are the responsibility of the APL, and can be found at https://employees.faa.gov/org/staffoffices/apl/international_travel/guidelines/. All Flight Standards Service (AFS) personnel travelling internationally on official business must follow both the process prescribed by the APLís International Travel Guidelines and AFS.

Note:  A step-by-step checklist summarizing the requirements is located at the end of this section (see Figure 12-19, International Travel Pre-Departure Checklist (General)).

A.    APL. All AFS personnel shall follow the APLís International Travel Guidelines processes when required to travel outside the United States or its territories.

B.    AFS. All AFS personnel traveling to a foreign country to conduct FAA business are required to do the following:

1)    Ensure all international travel is entered into the International Travel SharePoint Web site. Each AFS division, region, and field office has points of contact (POC) who are responsible for inputs into the SharePoint Web site.
2)    Ensure that the required/designated personnel enter all travel information into the U.S. Department of Stateís (DOS) electronic Country Clearance (eCC) form in accordance with DOS requirements.
3)    Approval, disapproval, and management control of FAA personnelís travel is the responsibility of:
a)    AFS-50 for International Field Offices (IFO).
b)    All division managers or their designee for all other Flight Standards District Offices (FSDO), certificate-holding district offices (CHDO), etc.
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4)    If your trip requires a travel package (nonroutine travel as defined in the APLís International Travel Guidelines), then the APL will receive and review final packages prior to approval by the Assistant Administrator for the APL and the AOA. The AOA Foreign Travel Request Form is available at https://my.faa.gov/content/dam/myfaa/org/staffoffices/apl/international_travel/guidelines/3/FAA_Foreign_Travel_Request_Form_3.pdf. The APLís International Travel Guidelines are available at https://my.faa.gov/org/staffoffices/apl/international_travel/guidelines.html.
5)    Travelers must obtain a documented country clearance from the U.S. Embassy or Consulate of the destination country.

Note:  The travel request should include information such as controlling office, hotel details, itinerary while abroad, etc.

6)    An official (red) passport, as required with the appropriate visa, will be used with the exception of visits to Taiwan. For additional details see subparagraph 12-720C.
7)    A security briefing completed by FAA Security, Office of Security and Hazardous Materials Safety (ASH), Intelligence and Threat Analysis Division (AEO-600) may be required as per the current edition of FAA Order 1600.61, International Travel Security Briefing & Contact Reporting Requirements for FAA Employees & Contractors.

12-716    CUSTOMS AND IMMIGRATIONS. The international equivalent of the U.S. Customs and Border Protection (CBP) is Customs and Immigrations. Each traveler must:

    Be mindful that each foreign country is a sovereign state and sets its own customs and immigration laws, including procedures which, depending on the country, may vary from those set out by the U.S. CBP. For example, some countriesí national legislation limits the Crew Manifest portion of the General Declaration (Gen Dec) to only list the operating flightcrew. Other countries may permit the listing of reposition crew.

    Comply with the customs and immigration clearance procedures of the destination country. Specifically, have the required documents (e.g., visa, immunization records, access authorizations on airport property/facilities, etc.) and be listed on the appropriate document (e.g., operator approved or accepted flight information documents, such as passenger manifest, authorized employees, or other travelers) in order to clear through the countryís customs and immigration.

    Not use a designated crew entry point unless it is the only entry point for customs and immigrations or the aviation safety inspector (ASI) was directed to do so by that countryís customs and immigrations. This applies to ASIs conducting any type of surveillance. ASIs and their supervisors should be aware that in certain countries, immigration officials may not allow an inspector to enter the country listed with their name recorded on the crew manifest portion of the Gen Dec.

A.    Clearing the U.S. CBP. An ASI will need to clear the U.S. CBP upon returning from an international en route inspection. Guidance contained in Volume 6, Chapter 2, Section 9 states that when conducting an en route inspection, the inspector will complete all necessary paperwork and be included in the operatorís passenger manifest.

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Note:  Cargo-only operators do not carry passengers and as such do not have a passenger manifest.

1)    Regulations. U.S. CBP regulations (Title 19 of the Code of Federal Regulations (19 CFR) part 122) require that operators list ASIs as passengers. FAA regulations (Title 14 of the Code of Federal Regulations (14 CFR) part 1) define a flightcrew member as a pilot, flight engineer, or flight navigator assigned to duty in an aircraft during flight time. FAA regulations, including 14 CFR part 121, ßß 121.547 and 121.548, refer to an ASI as an inspector performing official duties/performing the duties of conducting an inspection.
2)    Passenger Operations. The U.S. CBP does not consider FAA inspectors conducting en route inspections on U.S.-certificated passenger operators flightcrew members and therefore, ASIs should not be listed on the Gen Dec manifest. The Gen Dec gives the flightcrew relief from some immigration requirements. The U.S. CBP advises ASIs not to proceed through the crew entry point when going through customs and immigration, unless otherwise directed. The passenger manifest must list the ASIs conducting en route inspections on U.S.-certificated passenger operations.
3)    Cargo-Only Operations. For the latest U.S. CBP guidelines on ASIs conducting en route inspections on U.S.-certificated, cargo-only operators, refer to http://www.cbp.gov/travel/travel-industry-personnel/apis2.

B.    Clearing Foreign Customs and Immigration. When planning international travel to include conducting an en route inspection, the person traveling must check, or request that the designee for their office in charge of filing country clearances check, the following Web site: https://ecc.state.gov/eCC.aspx. This will determine each countryís clearance requirements the employee is scheduled to visit, such as: ďIs a visa required?Ē When preparing for international travel, the traveler should also carry with them a copy of the contact details for the U.S. Embassy or Consulate, in case the traveler experiences any problems and requires assistance. This information can be found on the U.S. DOS Web site: http://travel.state.gov/content/passports/english/country.html.

C.    Guidelines for Government Officials. The DOS guidelines for government officials traveling internationally while on official duty require, in addition to an official (red) passport, a country clearance from the appropriate U.S. Embassy or Consulate and, if necessary, a visa from the respective country. It is imperative that the travelerís request identify all stopover points. While in the country, the U.S. Embassy or Consulate must be aware of the inspectorís presence. There are certain conditions and privileges associated with a country clearance, to include assistance, when needed, from the U.S. Embassy or Consulate.

D.    Local Procedures and Requirements. Recently, the FAA has had situations where inspectors conducted cockpit en route inspections to foreign countries without proper documentation. This resulted in aircraft departures being delayed while the inspectorís status was resolved, or in some cases the ASI being temporarily detained. The appropriate FAA IFOs with geographic oversight of the particular country are most familiar with local procedures and clearances and, therefore, can assist the certificate management offices (CMO) with local requirements.

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12-717    COUNTRY CLEARANCES. The regional Flight Standards division (RFSD) is responsible for placing country clearances in the system for FSDO inspectors, unless the responsible policy division delegates or advises otherwise. Headquarters (HQ) Divisions are responsible for placing country clearances in the system for HQ travelers. IFOs will continue to take care of their own country clearances. AFS-50 will continue to provide support as needed (e.g., country clearances for inspectors traveling to conduct an International Aviation Safety Assessment (IASA) or technical assistance). The APL can provide assistance on visa requirements and country‑specific documentation. Managers are responsible to ensure inspectors are aware of and receive the visa and/or country clearance prior to conducting any international travel. The CMOs should also advise the air carriers not to automatically place FAA inspectors into the Gen Dec manifest category, if possible. Each CMO must confirm that U.S.-certificated, cargo-only air carriers are aware of the U.S. CBP guidelines at http://www.cbp.gov/travel/travel-industry-personnel/apis2.

Note:  FAA inspectors and their supervisors must understand that they do not have the same constitutional rights/privileges outside of the United States. Direct questions or requests for further clarification of this matter to AFS-50.

12-718    ROUTINE VERSUS NONROUTINE FOREIGN TRAVEL. There are two types of foreign travel, routine and nonroutine. Each traveler and his or her supervisor are responsible for determining whether the proposed travel is routine or nonroutine. For reference, see the definitions of routine and nonroutine travel from the APLís International Travel Guidelines below, with one annotation specific to AFS personnel.

A.    Routine Travel Time. The FAA defines routine foreign travel as frequent travel to, from, and between foreign areas on routine official business by employees not directly involved in discussions with foreign officials of major departmental policies and programs. Examples of routine foreign travel are:

1)    Travel of personnel, such as aircraft pilots, involved exclusively in transporting departmental and other government personnel to and from foreign areas.
2)    Travel of maintenance, inspection, safety, and air traffic personnel whose purpose of travel is related to accident investigation, aircraft repair, hazardous materials (hazmat) container inspections, Navigational Aids (NAVAID), airport and air carrier safety inspections, air traffic operational issues, and similar activities.

Note:  AFS inspectors conducting any type of inspection would fall under this definition (e.g., check airman observation, en route inspections, evaluation flights, U.S. air carrier facility/line station inspections abroad, and foreign FAA‑certificated repair station inspections).

3)    Permanent change of station travel to, from, and between foreign areas by employees (and their dependents) whose official duty stations are in foreign areas.
4)    Travel conducted under a government-to-government reimbursable technical assistance or cooperation agreement.
5)    Travel to attend routinely held working groups, study groups, subgroups, panels, or task force meetings for international organizations, such as the International Civil Aviation Organization (ICAO). These trips involve purely technical discussions on such matters as NAVAIDs, flight inspections, safety inspections, safety surveillance, and aircraft certification. It can also include a group of technical experts who meet to discuss and/or exchange ideas, or develop a range of solutions to an operational issue for subsequent referral to governments.
6)    Travel related to bilateral technical meetings in which FAA policy or positions are not created or amended.
7)    Travel in connection to air traffic operational issues, air traffic control (ATC) liaison functions, and familiarization travel.
8)    Travel to attend a technical training class.

B.    Nonroutine Foreign Travel. Nonroutine foreign travel includes travel to meetings of any kind where official U.S./FAA policy or positions are created or amended. Examples of nonroutine travel are:

1)    Travel taken by the Administrator, the Deputy Administrator, or anyone reporting directly to the Administrator (e.g., Associate/Assistant Administrators, Chief Counsel, and the Chief Operating Officer (COO)), including travel to Canada and Mexico.
2)    Travel taken by FAA executives and senior professionals.
3)    Travel as part of a formal delegation sanctioned by the DOS or other authority to represent the U.S. Government. Typically, this is the case with worldwide ICAO conferences, such as the Triennial Assembly, regional air navigation meetings, and Regional Planning Group (RPG) meetings.
4)    Travel to attend meetings with the Directorate General of Civil Aviation (DGCA) and travel to attend senior-level meetings with Civil Aviation Authority (CAA) counterparts to institute or amend bilateral policy issues.
5)    Travel to participate in, or speak at, special ad hoc conferences that do not meet the definition of routine travel, as described above.
6)    Travel related to FAA representation at air shows.
7)    Travel to attend management training courses/classes.


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A.    International Travel SharePoint Web Site. All international travel must be entered into the International Travel SharePoint Web site at https://avssp.faa.gov/avs/afs50/itr/Pages/Home.aspx. Access to the Web site must be requested through AFS-50. Each AFS division, region, and field office has POC(s) who are responsible for inputs into the SharePoint Web site. AFS, the APL, and the Office of the Secretary of Transportation (OST) review nonroutine, K-band and above travel monthly for the 3-month period following international travel.

B.    Nonroutine Travel. For nonroutine travel, the APL will receive and review final packages prior to approval by the Assistant Administrator for the APL and the AOA, and in some cases, the OST. Travelers must submit all travel packages to the APL no fewer than 45 calendar-days before the planned start of the trip. If employees from more than one organization will travel from the United States to the same event, the lead office must submit one consolidated foreign travel request (FTR) for all travelers, and the head of the organization of each traveler must approve the FTR.

1)    Complete the AOA Foreign Travel Request Form (Adobe .pdf) or the OST Travel Memorandum entirely. Grid approval (typed) from each line of business (LOB) represented on the delegation is required to complete the form.
a)    AOA approval of international travel is required when:

    Any official of Senior Executive Service (SES) rank plans official international travel, and

    Six employees below the level of Associate/Assistant Administrator, Chief Financial Officer (CFO), or Chief Counsel plan to travel to/support the same venue.

b)    OST approval of international travel is required when:

    Seven or more employees plan to travel to/support the same venue;

    Any executive at or above Deputy Associate/Deputy Assistant Administrator, Deputy CFO, or Deputy Chief Counsel plan official international travel;

    The planned international travel includes a weekend, exclusive of travel time (applies to all ranks of travelers);

    The planned international travel includes official business more than three countries (applies to all ranks of travelers); and

    The planned international travel involves an around-the-world itinerary (applies to all ranks of travelers).

Note:  The exception to these guidelines is nonroutine travel to Canada or Mexico by groups of any size or any level below the Administrator and Deputy Administrator level require approval by the Administrator. Use the AOA Foreign Travel Request Form (Adobe .pdf).

2)    Email the completed FTR to 9-NATL-ForeignTravel-Request@faa.gov. A complete submission includes the following attachments:

    AOA Foreign Travel Request Form (Adobe .pdf) or OST Travel Memorandum (MS Word .doc);

    Delegation itinerary (MS Word .doc);

    Conference/meeting agenda (MS Word .doc or Adobe .pdf);

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    Cost breakdown for individual travelers (Excel/Word .doc);

    Letter of Invitation for International Travel; and

    Additional attachments, if applicable (National Service Center (NSC) Letter, Non-Federal Payment Source Memo, or Travel Above Coach Class Request Memo).

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Note:  For a complete list of attachments, refer to Section 3 of the International Travel Guidelines.

3)    The FAA will return incomplete packages to the requestor via email with clear instructions on what is required to restart the approval process. Upload all attachments to the Adobe .pdf form using the paper clip icon to the left of the form.
4)    Once the APL travel POC has received a complete package, he or she will route the package for Assistant Administrator for Policy, International Affairs, and Environment (APL-1)/Deputy Assistant Administrator for Policy, International Affairs, and Environment (APL-2) approval. After the travel POC has obtained APL approval, he or she will send a notification email to the requestor.
a)    The APL travel POC will electronically transfer the FTR package to the APL travel desk for APL‑1/2 review and signature.
b)    When the APL travel POC obtains APL-1/2 signature approval, the APL travel POC will electronically transfer the FTR package to the Executive Secretariat (AOA-3) for approval coordination. After the travel POC obtains APL approval, he or she will send a notification email to the requestor.

12-720    TRAVEL PROCEDURES APPLICABLE TO ALL FOREIGN TRAVEL. These procedures must be followed concurrently with the routine and nonroutine travel approval processes.

A.    GovTrip. The traveler should utilize GovTrip to make the appropriate travel arrangements.

B.    Official Passport.

1)    Official Foreign Travel. Except in very limited situations, the traveler should conduct all official foreign travel on an official (red) passport. If a traveler does not have an official passport with at least 6 months of validity before expiration, he or she must apply for and receive one prior to travel. To do so, he or she must obtain the appropriate paperwork through his or her regional or local coordinator. Links to the necessary forms and memoranda are available in the APLís International Travel Guidelines, Section 4.
2)    Role of APL Management Staff (APL-10) or Department of Transportation (DOT) Passport Agent. Once the traveler completes the paperwork, his or her regional or local coordinator will forward it, along with all required documentation, to APL-10 in HQ or to the DOT Passport Agent at least 30 days prior to travel (refer to the APLís International Travel Guidelines, Section 4 for addresses and phone numbers). APL-10 or the DOT Passport Agent will process the application through the DOS and will return the new passport and any personal documentation to the traveler via express mail.

C.    Use of Tourist Passport.

1)    The DOT Passport Agent does not routinely permit use of the tourist (blue) passport for official travel, except for travel to Taiwan. In those rare cases when travel requires a tourist (blue) passport, travelers must obtain approval from the Office of the Director (AFS-1).
2)    Per DOS instructions, travelers will perform all official travel to Taiwan using the tourist (blue) passport. Travelers making an onward connecting flight through a Taiwanese airport must carry the tourist (blue) passport in addition to the official (red) passport.

D.    Diplomatic Passports. AFS employees posted overseas with an International Field Office (IFO) hold diplomatic (black) passports and must use them for official travel. The other provisions of the APLís International Travel Guidelines, Section 5.2, as well as the visa requirements in Section 5.3, apply the same as to other AFS employees, although their visa applications are processed through the closest U.S. Embassy, not in Washington, DC.

E.    Expedited Service. The DOS can process a request for a passport on an expedited basis upon request from the APL. In addition to providing the APL with the appropriate paperwork, the travelerís supervisor must send an email message to the APL travel team leader explaining the need for expedited service. The traveler can expect to receive the passport in 7 to 10 business days.

F.    Visa Application.

1)    The traveler may determine visa requirements either by requesting that the regional or local coordinator contact APL-10 or the DOT Passport Agent, or by assistance in consulting the eCC system. Special visa requirements for Taiwan, the Russian Federation, India, China, the Schengen States, Cuba, and others are described in the APLís International Travel Guidelines, Section 6.
2)    Due to continual geopolitical changes, travelers must always check the APLís International Travel Guidelines, Section 6 for any new requirements.
3)    If a visa is necessary, the regional or local coordinator should request the appropriate paperwork from APL-10. APL-10 may refer the coordinator to a U.S. Embassyís Web site for the visa form. APL-10 should also provide an estimate of the U.S. Embassyís visa processing time.
4)    If the travelerís passport has fewer than 6 months of validity, most U.S. Embassies will not issue a visa on it. The traveler must receive and sign the new passport before he or she can submit it for a visa.
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5)    If the visa in the expiring passport is valid for the dates of travel, then the traveler must carry both the old and new passports with them when traveling.
6)    If a traveler will visit more than one country requiring a visa, the traveler must obtain visas for each country. It is also recommended that a traveler request multi-itinerary visas in case of emergencies.

G.    Security.

1)    Annual Security Briefing. The FAA requires all FAA employees and contractors to receive a security briefing prior to departure on international travel for official business.
2)    Certificate of Awareness. Specifically, at least 14 calendar‑days prior to official international travel, the FAA requires FAA employees and contractors to read the current edition of FAA Order 1600.61 and sign/date the Certificate of Awareness found at the end of Appendix 1 of the order. This certificate is good for 12 months from the date of signature. It is a managerís responsibility to ensure that their employees and contractors conducting international travel for official business sign the Certificate of Awareness and to retain a completed copy of the certificate in the employeeís official personnel folder.
3)    Security Information in eCC Response. Employees must review the information provided in their eCC response and follow any security directives provided.
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4)    Cybersecurity. If the eCC response indicates cybersecurity issues, employees must follow any additional security measures prescribed therein for agency information technology (IT) equipment. All employees returning from foreign travel with agency computers must follow the Office of Quality, Integration, and Executive Services (AQS) procedures before resuming normal office use. Refer to AQS-212-001-W1, Request for International Travel System Flowchart, for the process of obtaining computer systems to be used by Aviation Safety (AVS) employees while traveling to foreign countries on official business that pose a high risk to information security. There are certain countries to which FAA electronic devices cannot be carried because of the possibility of being compromised. The security briefing will identify those countries.
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5)    Other Security Considerations. The FAA requires all FAA employees and contractors to report to your local Servicing Security Element (SSE) any contact made by individuals attempting to obtain information that may be considered sensitive, proprietary, or classified information either while in a foreign country or in the United States. For information on security briefings, refer to FAA Order 1600.61.
6)    Sensitive Compartmented Information (SCI) Requirements. All FAA employees and contractors with SCI security clearances have additional briefing and reporting requirements relating to official and unofficial travel. You can find these requirements in the current edition of FAA Order 1600.76, Sensitive Compartmented Information (SCI) Program Management.

H.    Country Clearance Requirement. The traveler(s) must request and receive country clearance from the U.S. Embassies in all countries in which he or she will travel prior to leaving on the trip. Per DOS policy, the only condition when country clearance may not be required is if a traveler remains in the transit area of an airport (i.e., does not pass through customs) and returns to the United States on the same day (refer to paragraph 3 of the APLís International Travel Guidelines, Section 5).

I.    Country Clearance Recommendation. Notwithstanding the above-mentioned policy, the DOS recommends that traveler(s) obtain country clearance(s) even in cases where there is no plan to leave the premises of the airport, in case of an emergency or other unforeseen circumstances that may require the
traveler(s) to pass through customs or stay overnight.

1)    Country Clearance. The traveler should use the DOSís Web-based eCC system to submit the clearance request. The DOS asks that travelers make eCC requests 30 days in advance of travel under routine circumstances.
2)    Country Clearance Copy. When the DOS grants country clearance, the eCC coordinator will forward a copy of the clearance to the traveler and the traveler should expect a response within 3 to 5 business days.
3)    Travel Information. The response will include pertinent travel information, such as visa, security, and immunization requirements for the country. Travelers should keep a copy of their clearance with their passport throughout the trip.
4)    Reference and Contact Information. You can find general guidelines on the eCC process in the APLís International Travel Guidelines, Section 5. For assistance with technical problems, contact the eCC help desk at eCCHelpDesk-DL@state.gov.
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Figure 12-19.  International Travel Pre-Departure Checklist (General)

Section 1: Travel Location, Date, and Type

Enter Country and City to be Visited:

Enter Travel Date:

month (mm)/day(dd)/year(yyyy)

Select the applicable check box:

Routine Travel Nonroutine Travel

Section 2: Approvals, Entries, and Electronic Country Clearance (eCC)

Select the applicable check box:

Travelerís Front Line Manager approved the travel request.

If the trip requires a travel package (see nonroutine travel as defines in the International Travel Guidelines), the package was submitted to APL 45 calendar-days before the planned start of the trip.

Travel analysis performed in accordance with Flight Standards International Travel SOP.

Travel Information Entered into International Travel SharePoint. Electronic Country Clearance (eCC)

eCC not required because traveler remains in the transit area of an airport (i.e., does not pass through customs) and returns to the U.S. the same day.

Required Requested Identified stopover points Obtained

(30 days in advance of Routine circumstances)

No stopover points

Traveler responded within 3-5 business days to the eCC coordinator making notification of eCC being granted by the State Department.

Traveler has copy of eCC (which they should keep for the duration of their trip).

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Section 3: Passport (Select the applicable check boxes):

Official (Red) Required

Tourist (Blue) Required

Has at least 6 months of validity from travel date

Requested new or passport renewal (when less than 6 months validity from travel date)

Submitted request for expedited service (need it in 10 days).

Submitted to the APL with the appropriate paperwork

Emailed the APL travel team leader explaining the need for expedited service

Received passport (7-10 days)

At least 30 days prior to travel, the local/regional coordinator forwarded all completed paperwork to APL-10 in HQ or to the DOT Passport Agent.

Section 4: VISA

Select and enter as applicable:

Special Requirements (see APL's Web site)

(Enter requirements)

No Special Requirements (see APL's Web site)

Select as applicable:

Required Requested Obtained

Not Required

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Section 5: Immunizations (Select and enter as applicable):

Checked with Center for Disease Control on health requirements

No Requirement(s)

Immunization(s) required

(Enter requirements)



(Enter type and date of requirement) (Enter type and date of requirement)

image image

(Enter type and date of requirement) (Enter type and date of requirement)



(Enter type and date of requirement) (Enter type and date of requirement)

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(Enter type and date of requirement) (Enter type and date of requirement)

Section 6: Additional Information (Select as applicable):

Accounting code

Transportation/lodging arrangements: Initiated


N/A (returns to the U.S. the same day)

Section 7: FAA Order 1600.61 & Certificate of Awareness (Select as applicable):

At least 14 calendar-days prior to travel read current edition of the Order and signed/dated the Certificate.

N/A (Certificate good for 12 months from the date of signature). A copy has been filed in the employeeís official personnel folder.

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Section 8: Security Briefing (Select as applicable):

Required Scheduled Completed

Not Required

Section 9: Other (Enter as applicable):

U.S. Embassy/Consulate Point of Contact Name(s) Phone Number(s) Email(s)




Note:  Travelers must comply with any additional applicable office specific travel requirements/procedures.

RESERVED. Paragraphs 12-721 through 12-735.