Foreign Travel
The traveler must use an U.S. flag carrier to the extent that such service is available - even if this service is not the lowest cost (Note: A U.S. carrier means the ticket has a U.S. carrier's flight number. A code-share agreement does not make a flight a U.S. carrier.)
Travel Guidelines
Visit travel guidelines, for more policy information.
Advance reimbursement of airfare
Travelers who purchase their airfare many days in advance of a pre-approved travel, can turn in the airfare for reimbursement prior to the travel. For conference travels, conferences must be pre-approved for attendance to be reimbursed. Conference Information.
Travelers must submit a second (revised) TER, with the rest of the travel expenses within 10 days of the trip return; to close out the trip.
Department AMEX card custodians should submit the TER within 3 working days; the traveler should sign the TER and the revised TER is due within 3 days of trip return.
What to submit:
- travel expense report (TER) with airfare cost only,
- an approved foreign travel authorization, Foreign travel approval
- airfare receipt with detailed itinerary.
Foreign Travel Approval
Foreign travel paid by non-SLAC entities or non-DOE funds still require foreign travel approval.
Foreign Travel is only approved when you receive an approval number from FTMS (Foreign Travel Management System) which will be emailed to you. If you travel without any FTMS approval, we may not be able to reimburse you.
Submit foreign travel authorizations to Travel Reimbursement at least 55 days before departure to a sensitive country and 45 days before departure to a non-sensitive country. Sensitive Countries.
The travel expense report is due within 20 days of return. Completed trips must be closed out in FTMS or future travel may be denied by DOE.
Contact CIBT if you need assistance with obtaining a visa for the country you are traveling to. Use account number 32291 to receive the Carlson Wagonlit rates/benefits.
Foreign Travel Expenses
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Foreign receipts must have the U.S. equivalent attached.
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If a copy of an exchange receipt is provided, reimbursement will be at the rate on the receipt.
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If a copy of the traveler's credit card statement is included with receipts, reimbursement will be for the amount shown on the statement.
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Use the currency converter when an exchange receipt or credit card statement is not provided. Use the date on the receipt and change interbank rate to typical credit card rate +2%.
Forms
Foreign Travel Authorization [Word]
Extra Itineraries - instructions for adding itineraries to the travel authorization
- Late Foreign Travel Approval Exception Waiver
- Foreign Car & Lodging Approval
- Taiwan Clearance Form [Word]
- Expense Report [Excel]
Other resources and links:
- Counterintelligence Program [Word]
- US Department of State
- Center for Disease Control
- World Health Organization
