travel authority for private employees

Philippine Government Employee: Immigration Tips to Avoid Being Offloaded

If you are a government employee, you may think it’s easier to go out of the country as the Immigration officer is also a fellow civil servant. But, it’s quite strict for those who are working on the government. To be a bit closer to your dreams of traveling out of the country, here are some useful Immigration tips for Philippine Government Employee  to avoid being offloaded.

The Bureau of Immigration doesn’t offload people because they have a goal or are plain evil. They do follow guidelines to protect us, Filipinos. And as responsible members of society, we must follow the rules and be responsible.

In case you are a government employee, you’ll need to have a travel authority so that your workmates will be ready in case you are gone for a while. For example, if you are a teacher and going out of the country during school days, it would be rude if you just automatically left. You need to ask permission so that you can have a substitute and lesson plan for your students. For those who have deadlines, you need to finish important reports before having an extended vacation.

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Why? Because you’re an integral part of our system, and the organization needs to prepare for your trip, so maybe they can assign other personnel. For example, if you are a teacher, they can get a substitute) or you need to finish your reports before leaving (if you’re in payroll, you need to process it before going out.) I know it’s a bit hassle, but remember, “if there’s a will, there’s a way!” It’s also not impossible to get a travel authority.

Check out these helpful immigration tips for your future travel.

Table of Contents

1. Have a Travel Authority

As per Section 6 of Memorandum Circular no. 35, s.2017 from the office of the President of the Philippines, “No government official or employee shall be allowed to depart for any travel abroad, even if such travel is for a purely personal or private purpose without cost to the government unless such official or employee has duly accomplished the requisite leave forms and has obtained the appropriate travel authorization from his or her agency.”

What is this?

A Travel Authority is a document stating that you (the Philippine government employee) whose name is in it has an approved leave abroad. It can indicate the specific country and the leave dates.

For example (other departments or LGUs may have different formats):

Travel Authority

This is to authorize Ms. JANNA HOWE, Office of the Mayor Staff of XX City, to travel to Montenegro during the period of her approved leave of absence from December 25 to January 2, 2020, for personal reasons. Provided, however, that the said travel shall not use government funds except for said employee’s salaries on those stated dates.

How to get a Travel Authority

STEP 1 : Fill up your leave form or request for Travel Authority. Each department, the institution has different forms and requirements. You may check your memorandum.

STEP 2: Submit your Travel Authority to your head for approval. Here’s the list of the issuing authority.

When do you need to pass this request? It will depend on the institution or department. For most DILG, it can be at least 10 days before departure. For Teachers under DepEd, some experienced waiting for 2 or 3 months as you need to ask permission from the school, then the division, region, and central office. It’s better to ask someone who has traveled abroad, so you are not too early or late.

Don’t do it too early as your file may be forgotten. Heads thinking, “ Ay matagal pa naman siya magtratravel, later ko nalang pipirmahan ,” then your file will be lost under piles of paper. Or do it too late, makukuha mo na TA mo after na ng departure . But if you’ll let me choose between the two, it’s better to be early but follow-up para di makalimutan .

STEP 3 : Wait for your Travel Authority.

STEP 4 : Get your TA, and don’t forget to present it to the Immigration officer. Questions you may ask:

Q: I have an unused Travel Authority, can I use it on another time? A: No, your travel authority has details and dates. When the IO notices that the dates are not compatible with your flights, you may be offloaded or denied of going out of the country. You must need to process another one.

Q: Can I just go without one, I’ll just state I’m unemployed? A: Travel at your own risk. But as per the second paragraph of the memo’s section 7: “Administrative cases for misconduct, insubordination or other related offenses under the Civil Service Commission Revised Rules on Administrative Cases in the Civil Service and/or other relevant laws, rules, and regulations shall be filed against government personnel traveling abroad without requisite authority.”

Q: I’m a Casual or OJT? Do I need a TA? A: You may check with your head. Since you are not a permanent employee of the government, leave is okay. I have known someone who was a casual employee at a government hospital who wasn’t asked for a Travel Authority. But it’s better to double-check with your agency.

2. Bring the Required Documents

Besides a Travel Authority, the most important documents the Immigration needs are the following:

• Passport – it needs to be valid for at least 6 months before your flight and in its best condition (no tears, watermarks, etc.). If so, you’ll need to renew it immediately at the DFA.
• Visa (when required) – check at first if you need a visa to the country(ies) you are going to. You may be asked for this by the IO.
• Round trip Tickets – of course, you can’t go out of the country without a ticket toward there, but a return ticket is also essential, especially if you are a tourist. This will ensure that you are indeed coming back to the Philippines. The IO will check as well if they are the same as the Travel Authority.

3. Ready Other Supporting Documents

Besides those important things mentioned above, here are some things you need to be ready of incase the Immigration Officer asks for it. It’s not always asked, but it’s better to be prepared than sorry.

• ID – a valid identification may be asked, it’s better to show your Company or Institution ID proving that you indeed work in the government
• Hotel Bookings – you may also be asked where you would stay, and it’s better to present a confirmed hotel booking or reservation
• Itinerary – what are your plans, or what will you do? Present an itinerary with possible things to do on your trip abroad. This will show that you have an idea of what’s in the country and wouldn’t get trafficked or taken advantage of.
• Cash or Card – the IO might also check if you could afford to travel or if you have financial means to support yourself abroad. Showing your credit or debit card and telling them how much you are bringing will be an advantage.

4. Check your Flight Details and Go to the Airport Early

Review your flight details so that you won’t forget it, it’s better to put a reminder or an alarm on your phone. It’s also better to go to the airport 3 – 4 hours before your flights as you need to pass through immigration and sometimes the queues are long. Minsan, sa dami ng pasahero baka ma-page ka pa or di ka na aabot sa flight mo which is saying .

5. Take note of the boarding gates

Check your boarding pass and see where your gate is and what time you are boarding. Minsan kasi pa-gala-gala tayo sa airport especially if may oras pa. If you are also in a hurry, knowing the gate will help you run in the right direction. But it’s better to be in front of the gate at least 30 minutes before boarding or an hour before your flight so you’ll be at ease and in case there are changes you will know.

6. Dress Code: Smart Casual

You’ll feel judged as sometimes the IO will evaluate you by your appearance. Too sexy, they might think you are going abroad for other purposes besides tourism. Too plain (slippers and sleeveless shirts), they might ask you if you could afford travel—Dress Smart Casual –at least with a shirt, jeans, or some shoes.

7. Be confident and honest when talking with the IO

Don’t be scared when facing the IO as they don’t have a cutoff of how many to offload. They are doing their job as per their guidelines. Greet them with a smile and be polite. Submit your documents, especially your TA, and sometimes the IO won’t question you after that.

If also they are asking you questions, answer them honestly and consistently. If your answers are conflicting, then you may be subject to secondary inspection. In case you are misrepresenting, then you may not be able to go out of the country.

8. Have fun on your journey abroad

When you are already cleared, congratulations, now, you can relax and enjoy waiting for the announcement to board your plane. As soon as you land, pass through the other country’s IO (which is easier as they sometimes ask how many days you are staying) and enjoy your travel!

I hope these immigration tips may help a Philippine government employee to avoid being offloaded. Getting a Travel Authority may be tiring, as you have to wait, unlike those with businesses or the companies that can get approved quickly. IOs are just people protecting fellow Filipinos from being trafficked or prone.

About the Writer

Hey, I’m Lyza! I once was a person who just imagined going to places “one day” but decided to pursue my dreams. My first travel abroad was in Japan, solo, last 2018, and fell in love with the journey since. I’m aiming to visit 10 countries before turning 30 and 2 new places in the Philippines every year. Besides traveling, I love organizing trips, photography, reading, and making new friends. Follow my adventures through my  Instagram .

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3 thoughts on “ Philippine Government Employee: Immigration Tips to Avoid Being Offloaded ”

Hi Lyza, I came across your article and I have a dilemma. I’m on career break currently (abt 8 months now) after working xx years with a previous company. I have an upcoming flight to Malaysia on Jan 2023 for leisure/travel. I’ll stay there for 6 days only. I have previous travels already (7 countries in total) pre-pandemic, last was in South Korea on Nov. 2019. I have the capacity to finance my travel in KL and I’ll be requesting for bank certs. My dilemma is the thought of being offloaded because: 1) I have no current job & is on career break 2) I’m a female solo traveller. Any tips you can share to prevent this from happening? Thanks a lot!

I understand what if the IO assigned to you is not giving any attention to your answer and to all the documents that support my answer… as i can see she was focus for the documents i dont have like AOS.. im trying to explain why and showing documents to show that i will just stat there for a visit but im not yet explaining but she ask another questions.. how can we established our side if the IO is focus to offload me because i dont have AOS but i have documents that showing i need to go back from work after 2 or 3 weeks.. the reason why i will go there is to visit my sister almost 3 years since we see each other… i need a short break to refresh my mind after my long term partner leave for no reason and i want to be with my sister for a while so i can help myself to heal… i am lucky that my employer grant me a vacation leave to sympatize with my situation but unlucky to be with the IO that is not in the mood.. before me she is like angry talking to old person.. maybe that IO is really exhausted that time.. so she if you cannot provide the AOS she will not give you a chance to establish that you will just go there and visit..

did you say your sister was covering your expenses for the trip? If so, sometimes an Affidavit of Support is asked to support your claim.

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Federal Manager's Daily Report

New foreign travel reporting requirements for america’s elite and secured workforce.

Recent reform of facilities clearance regulations now demands more of the corporate facilities security officer (FSO). On February 24, 2021, the NISPOM Rule was codified in the Code of Federal Regulations (CFR). In addition to adding the NISPOM to the CFR, this rule codifies provisions of Security Executive Agent Directive (SEAD) 3, “Reporting Requirements for Personnel with Access to Classified Information or Who Hold a Sensitive Position.”

With this shift comes the adoption of new criteria for what information cleared industry personnel must report. According to these rules, individuals must disclose information about their international travel, finances, personal relationships, and other circumstances. Previously, these were not required to be reported, but some organizations may have enforced them internally.

These specifications are taken directly from SEAD 3, which, up until this point, only applied to government workers by way of NISPOM. Now, employees in the private industry will be held to the same standards as those in the government sector.

The newly beefed-up Defense Counterintelligence and Security Agency (DCSA) pushed the reform to report foreign travel as required by SEAD 3. New IT tools were supplied, and the capability to submit bulk foreign travel went “live” on August 24, 2022. So as of August 24, 2022, all federal contracting employees holding a  personnel clearance (security clearance or “PCL”)  must  report any foreign travel  to their Facility Security Officers (FSOs).

While the goal of these changes is to help cleared workers self-enforce security standards, the Defense Department has acknowledged the challenges for cleared individuals in submitting the new reports in the system of records (Defense Information System for Security [DISS]) across a counterintelligence dataset of over one million employees working for 12,000 cleared facilities. Foreign intelligence services could be active in any of those facilities, including yours, at this very moment.

When Contemplating Travel Abroad All security clearance holders are required by Security Executive Agent Directive (SEAD) 3 to report international travel prior to departure. In addition to pre-approval, individuals must disclose their travel schedule to their security officer and should attend a pre-travel security briefing.

When a clearance holder contemplates traveling abroad, an email must be sent to the FSO at least 10 business days before departure. Corporate leadership may require longer notice from the planned travel date, but it is generally advisable to notify leadership at least two weeks in advance of the planned travel date. In this email, it is important to not only include where you will be traveling but also the timeframe in which you will be in foreign countries.

Upon receiving this email, FSO will usually send employees a corporate form to collect some further information required by SEAD 3. Along with the forms, they will also send over any state department travel advisories covering the destination countries.

Our recommendation to Tully Rinckey’s clients is the same as for the secured reader: a regular practice of all prudently cleared corporate executives and their employees is the maintenance of a spreadsheet of all foreign travel, listing the essential data points of travel. This will help in reporting before and after the movement, as well as when required to submit the Standard Form 86, Questionnaire for National Security. Yes, this is onerous, especially in a networked global economy, but it is a transaction cost now required of an elite and secured workforce.

Filing Corporate Forms When presented with these corporate forms, there are a few key things employees should include. Along with what was stated above—travel destination and dates—employees will also need to include a full itinerary and their United States and/or foreign (if a dual citizen) passport information. Additionally, the FSO will arrange an employee travel safety briefing prior to departure. It is advisable to include the safety information in the briefing as part of the corporate form filing. After the employee completes the corporate form and returns it to their FSO, they are ready to travel.

One additional precaution an employee might wish to take is to sign the form, so as to remove any doubt of an FSO doing “batch compiling” to pass an inspection.

Following the completion of these pre-travel forms, the FSO will open the subject’s profile in DISS and create a foreign travel report, entering the dates the clearance holder will travel, the date they first reported their travel, the reason for travel, and any other notes, such as mode of transportation and other relevant information. After the FSO makes this initial entry, the file is formed, and updates can be made as changes come in or when the debrief is completed.

Post Trip Debriefing Once the clearance-holding employee returns from their trip abroad, the FSO conducts a foreign travel debrief within five (5) business days. If the employee answers “no” to all these questions, they have fulfilled their federal responsibilities for reporting foreign travel.

However, if they answer “yes” to any of the questions asked, the clearance holder will need to provide further information. These follow-up questions are intended to ensure the FSO conducts due diligence in the reporting process. Once the employee completes this form, they sign it and return it to the FSO.

After the employee returns and completes their foreign travel briefing, the FSO will put any further relevant information in DISS and then mark the report as “debriefed.” Once a travel report is marked, the file will be unavailable while it is reviewed.

This report will eventually reappear, and the FSO will need to maintain a physical record of the pre-travel form that the debriefing employees fill out in case they need to access it before the report is accessible within DISS. This record can be maintained for as long as the employee remains at the company.

Stay Up to Date on Reporting the Reporting Process While the new reporting requirements will likely cause confusion for a number of years and may even push some PCL holders into adjudication as a security concern based on non-compliance, by staying on top of what your agency’s reporting requirements are, you can best protect your travel plans and your security clearance.

Dan Meyer, Managing Partner of Tully Rinckey PLLC’s Washington, D.C. office, has dedicated more than 25 years of service to the field of federal employment and national security law as both a practicing attorney and federal investigator and senior executive. He is a leader in advocating for service members, federal civilian employees, and contractors as they fight to retain their credentialing, suitability, and security clearances. Lachlan McKinion supports the needs of TR’s corporate national security clientele. Mr. Meyer can be reached at [email protected] or at (888) 529-4543.

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August 9, 2019

Government-Sponsored Travel Rules for the Executive Branch

By Caralyn Esser and Craig Holman

Read the .PDF of Government-Sponsored Travel Rules for the Executive Branch

Executive employees who travel on official government business financed by government sources are participating in “official travel.” (“Officially-connected travel” is when employees travel on officially-related business funded by private sources.)

Official Travel Authority [i]

In the executive branch, official travel, including use of government property (41 C.F.R.), use of government vehicles (31 U.S.C. §1344), and gifts of travel from non-federal entities (31 U.S.C. §1353), is administered by the General Services Administration (GSA) and the Office of Government Ethics (OGE). Specifically, the OGE oversees ethics and agency §1353 reports for official travel. The Department of Justice (DOJ), U.S. Attorneys’ Offices, and agency Inspectors General also have enforcement authority. Additionally, individual executive agencies may have their own statutory authority and supplemental regulations.

Official Travel Expenses [ii]

In general, employees must acquire advance agency authorization for official travel expenses. (The approval may be written or electronic.) If advance authorization is not possible or practical, employees may still receive specific approval after the trip. However, advance written or electronic authorization is required for reduced group or charter rates, reduced per diem rates, reimbursement from non-federal sources, and reimbursement for conference-related expenses. [iii]

The agency may only cover the cost of essential expenses for official business, such as transportation, per diem, miscellaneous, and special-needs expenses. [iv] When it comes to incurring official travel expenses, the standard of care for executive employees traveling on official business should be equivalent to the standard of care for prudent people traveling on personal business. [v] Employees are responsible for the travel expenses over the reimbursement limits, such as delays, circuitous routes, luxury lodgings, or services unnecessary or unjustified in the performance of official business. [vi]

Employees must receive advance authorization or specific approval for:

• First-class or business-class common carrier tickets.
• Extra-fare train tickets.
• Foreign aircraft travel.
• Government aircraft travel.
• Travel by ship.
• Travel by rental car.
• Cash payments for common carriers.
• Any payments for actual expenses.
• Foreign travel expenses.
• Emergency travel expenses.
• Transportation expenses for threatened law enforcement and investigative employees and their families.
• Reduced group or charter rates.
• Reduced per diem rates.
• Reimbursement from non-federal sources for travel expenses.
• Reimbursement for conference-related expenses.
• Payment of full meals and incidental expense rates due to an employee’s medical requirements or religious beliefs if a meal(s) is furnished by the Government or is included in the registration fee. [vii]

Transportation Expenses [viii]

On local as well as other official travel, [ix] employees may receive reimbursement for transportation expenses such as fares, rental fees, and mileage payments. [x] The agency may authorize transportation by common carrier (airline, train, bus, ship, or local transit system), government vehicle, privately-owned vehicle, or special vehicle (taxi or commercial automobile). [xi]

When considering transportation, the agency chooses the fastest practical option commensurate with the nature and purpose of the official business. It also calculates energy conservation, total cost (actual transportation costs, per diem costs, overtime expenses, and lost time from work), total distance, number of stops, and number of travelers. [xii] The agency assumes that common carriers and government automobiles (when employees must travel by car) are the most advantageous, so employees should travel by common carrier when reasonably available. [xiii] Employees who do not travel by the transport required by regulation or chosen by the agency are responsible for any additional expenses. [xiv]

Unless the agency approves a different route as officially necessary, employees must travel by the usual route. [xv] Employees who travel by an indirect route or interrupt a direct route for personal convenience may receive reimbursement equivalent to the cost of traveling by the direct, uninterrupted route and personally pay for any additional expenses. [xvi]

Airlines: Contract City-Pair Fares  

In general, civilian employees of executive agencies must always use contract city-pair fares for official airline travel. [xvii] However, employees may never use a contract carrier for personal travel. [xviii] The GSA posts a list of contract city-pair fares at https://cpsearch.fas.gsa.gov/cpsearch/search.do. Employees who know that they need to change or cancel their reservations must take action and report the changes according to the policy of their agency or cover the cost of the losses. [xix] Employees must also cover the additional costs and penalties of choosing a non-contract carrier without authorization. [xx]

In order to approve a non-contract carrier, the agency must conclude that the non-contract carrier is practical and cost-effective (not that the employee prefers one carrier over another). [xxi] The agency may authorize non-contract-city-pair fares when:

• Contract carrier seats are not available.
• Flying by contract carrier requires employees to incur overnight lodging expenses and increase the total cost of the trip.
• Flying by contract carrier requires employees to fly outside of normal work hours (only if this is against explicit agency/department policy).
• A non-contract carrier offers a lower fare than a contract carrier to the general public , which lowers the total cost of the trip. Employees may not choose the non-contract option when the contract fare is equal to the non-contract fare, or when the non-contract fare is offered only to travelers on official government and military business and may be purchased only with a contractor-issued charge card, centrally-billed account (YDG, MDG, QDG, VDG, etc.), or Government Travel Regulation (GTR).
• A rail service offers a cost-effective, acceptable, and available alternative.
• The contract carrier contains a smoking section, and it is unacceptable for the employee to sit in the nonsmoking section.
• Employees are traveling in a group of 10 or more on the same day, flight, and for the same mission requiring group integrity and identified as a group by the travel management. In this case, the agency must choose a practical and cost-effective aircraft service [xxii] according to the requirements of Office of Management and Budget (OMB) Circular A-126 and 41 CFR, Part 101-37. One option is the reduced group or charter fare. Chartered aircraft are subject to the same rules as government aircraft (see “Government Aircraft”). [xxiii]

Some executive employees may not choose the contract city-pair option. Employees of the Government of the District of Columbia, except the District of Columbia Courts, are not eligible for contract city-pair fares  (even though these D.C. Government employees may be covered by the Federal Travel Regulation). [xxiv] Additionally, contractors are not approved for contract city-pair fares under their contracts. [xxv] Before an employee can purchase non-contract fare, they must show approval on their travel authorizations, reasonably believe that they will take the travel based on their plan for the trip (if the fare is non-refundable, restricted, or contains certain eligibility requirements), and their agency must determine that the proposed non-contract transportation is practical and cost effective for the Government. [xxvi]

When given a choice, employees should always choose the cheaper fare. For example, if the contract city-pair carrier offers both unrestricted coach class contract fare (YCA) and lower-cost capacity-controlled coach class contract fare (MCA, QCA, VCA, etc.), employees should choose the lower-cost fare when it is acceptable and available. [xxvii] Additionally, if contract carrier service is not available, and two non-contract carriers offer the same service at different prices, employees must choose the lower-cost service unless the agency concludes that the higher-cost service is more advantageous. [xxviii]

In the executive branch, most official travel fares are agency property. Employees must submit unused Government Transportation Requests (GTR), unused tickets, unused e-tickets, and refund applications to the agency according to its procedures. [xxix] (Employees must make sure that the carrier names the Treasurer of the United States as payee). [xxx] Additionally, employees may not receive refunds, credits, or other compensation for tickets issued in exchange for GTRs or billed to the agency’s centrally-billed account; however, employees may receive charges billed to their individually-billed government charge cards as credits to their accounts. [xxxi] The exception to the rule is compensation for volunteering to vacate one’s seat. Employees may accept compensation for voluntarily vacating their seats if it does not interfere with their official responsibilities, if they pay the additional travel expenses, and if they take annual leave for additional travel time during duty hours. [xxxii]

Airlines: Coach Class Flights

In general, employees must fly coach class at government expense on both local and international official travel. [xxxiii] However, employees may upgrade to first class or business class at personal expense, including by using their frequent flyer miles. [xxxiv] Employees may only fly first or business class at government expense with the specific authorization of the agency. The agency may approve first class accommodations when:

• Coach and business class accommodations are not “reasonably available.” This means that no coach or business class accommodations are scheduled within 24 hours of the employees’ arrival or departure.
• Employees have a disability or other special need for first-class travel. The special need must be confirmed in writing by a competent medical authority according to the procedures of the agency (See “Special-Needs Expenses”). Note that if the agency approves a first-class flight for an employee who requires an attendant en route, it may also approve a first-class flight for the attendant.
• Exceptional security circumstances require first-class airline accommodations.
• Not flying first class would risk employees’ lives or government property.
• Agents must protect a person flying first class.
• Couriers or control officers must carry a controlled pouch or package.
• A first-class flight is an agency mission requirement. [xxxv]

Additionally, the agency may approve business class accommodations for the reasons above, as well as when:

• Coach class accommodations are not available, even with connections. In this case, employees should state that the airline offers only other than coach-class accommodations on the travel voucher.
• Employees have a disability or other special need for business-class travel.
• Exceptional security circumstances require business-class airline accommodations.
• Coach class accommodations on an authorized foreign flight do not adhere to adequate standards of health or sanitation.
• Flying business class cuts total cost by circumventing additional subsistence costs, overtime, or lost productive time while awaiting coach-class accommodations.
• Flying business class is fully financed by a non-federal source in compliance with Federal Travel Regulation, Chapter 304.
• The departure and/or destination are outside of the continental United States (CONUS), and the scheduled flight time is longer than 14 hours, including connections and plane changes. However, if employees fly business class under this exception, they are not eligible for a rest stop en route or a rest period after arriving at the duty site.
• No space is available in coach-class accommodations in time to accomplish the mission, which is urgent and cannot be postponed.
• A business-class flight is an agency mission requirement. [xxxvi]

Airlines: U.S. Flag Air Carriers

In general, the Fly America Act (49 U.S.C. 40118) mandates that employees use U.S. flag air carrier service for all air travel financed by the U.S. government. [xxxvii] U.S. flag air carrier service is offered on air carriers certified under 49 U.S.C. 41102 and authorized by either the carrier’s certificate or the government’s regulations and exemptions. [xxxviii] U.S. flag carrier service does not include service on foreign carriers with operating permits. [xxxix] However, it incorporates service under code share agreements with foreign carriers when the tickets contain the designator codes and flight numbers of U.S. flag carriers in accordance with the Code of Federal Regulations (Title 14). [xl]

Additionally, the Fly America Act makes employees use U.S. flag carriers for most foreign travel. For direct flights between the United States and a foreign country, employees must use U.S. flag carriers unless they increase their travel time by at least 24 hours, including delay at departure. [xli] For indirect flights between the United States and a foreign country, as well as flights between foreign countries, employees must use U.S. flag carriers unless they increase the number of overseas aircraft changes by at least 2, hours of overseas connections by at least 4, or hours of travel by at least 6. [xlii] [xliii]

However, there are exceptions to the rules. Although employees may not use foreign carriers when they are simply cheaper [xliv] or more convenient, [xlv] employees may use foreign carriers when:

• Flying by foreign carrier is a “matter of necessity.” This means that a U.S. flag carrier is available, but it cannot provide the transportation or accomplish the mission. For example, a U.S. flag carrier may not have the correct class of ticket. Additionally, the agency may conclude that a foreign carrier can reduce the travel time for someone seeking medical attention. Finally, the agency may approve a foreign air carrier to avoid an unreasonable safety risk, such as a terrorist threat. In this case, the agency must provide case-by-case, written authorization supported by either a travel advisory notice from the Federal Aviation Administration and Department of State or evidence of the threats against the travelers. [xlvi]
• Travel is provided under an air transportation agreement between the United States and a foreign government. The Department of Transportation must determine that the travel follows the Fly America Act.
• Travel is paid for with appropriated funds from the Department of State, United States Information Agency, United States International Development Cooperation Agency, or Arms Control Disarmament Agency. The travel must be between two places outside of the United States, and the employees must be officers or employees of one of the agencies listed above.
• Travel is fully reimbursed by a third party, such as a foreign government or international agency.
• A U.S. flag carrier does not provide service for part of the route. Employees may only fly by foreign carrier along the usual route to the nearest connection with a U.S. flag carrier.
• A U.S. flag carrier involuntarily reroutes the flight to a foreign carrier.
• The foreign carrier travel time is no longer than 3 hours, while the U.S. flag carrier travel time is at least twice as long. [xlvii]

In order to receive reimbursement for foreign carrier service, employees must submit foreign carrier certification, as well as any other forms required by the agency. [xlviii] The certification should include the name of the employee, date(s) of travel, departure and destination of travel, and detailed itinerary of travel, including air carrier name and flight number for every part of the trip. The certification should also include either an explanation that the employee met one of the exceptions or a copy of the agency’s written approval that the foreign carrier service was a “matter of necessity.” [xlix]

According to government regulations, employees must not receive reimbursement for flying by foreign carrier without agency authorization or improper use under regulations. However, employees may not have to forfeit the entire expense of the travel if the foreign carrier was approved for a portion of the trip. In addition, each agency must establish its own restrictions on reimbursements for unauthorized or improper use of foreign carrier travel under regulations. [l]

In general, employees must choose coach class train travel. [li] To promote passenger security and other government interests, the agency may authorize extra-fare train travel (train travel with faster speeds and/or fewer stops) under the same exceptions to the rules as for airlines (See “Airlines: Coach Class Flights”). [lii] [liii]

Most of the time, employees must use lowest first-class ship travel. The exceptions to the rules are the same as for trains and airlines (See “Airlines: Coach Class Flights”). [liv] Additionally, employees must use U.S. flag ships when available and acceptable for the requirements of the mission. [lv] Employees are responsible for the additional expense of unauthorized foreign ship travel. [lvi]

Local Transit Systems

Employees may travel by local transit system (bus, subway, or streetcar) to or from their residence or other authorized place of departure or return, and to or from their residence to their office on the day they depart or return the official station on official TDY that requires at least one night’s lodging. At temporary duty (TDY) stations, employees may also travel to and from living and dining places (if they cannot eat on-site). However, employees must choose the closest dining places and explain the travel on their vouchers. [lvii]

Government Aircraft

Unlike common carrier aircraft, government aircraft are subsidized with taxpayer dollars. Consequently, the agency may only approve government aircraft when they are the most cost-effective means of transportation. [lviii] In general, the aircraft management office requires trip-by-trip written advance authorization from the agency’s senior legal official or principal deputy in accordance with the agency’s written policy on government aircraft. [lix] [lx] Employees who use government aircraft without agency authorization are responsible not only for the additional transportation costs, but also the added administrative costs and criminal liabilities for misuse of government property. [lxi]

However, there are exceptions to the rules on written requirements. Before-the fact verbal approval and after-the-fact written authorization is acceptable in emergencies. [lxii] Additionally, the President, the president may issue a blanket approval for an agency head, and an agency head may issue a blanket authorization for an employee. A blanket approval by an agency head should also include a written explanation. [lxiii]

Employees may use government aircraft for official, political, or personal required-use travel. On required-use trips, government aircraft may be required for 24-hour secure communications (“bona fide” communications), security threats (“clear and present danger”), and national emergencies or other compelling operational considerations. [lxiv] Additionally, employees may use government aircraft for official travel when a commercial aircraft is not reasonably available within 24 hours of arrival or departure (or less time under certain circumstances), or when the cost of a government flight is less than the cost of a city-pair fare (or lowest coach fare if a city-pair fare is not available). When choosing between government and commercial travel, the agency should consider the cost of lost work, etc., which is available in the GSA’s “U.S. Government Aircraft Cost Accounting Guide” via email request or at the General Services Administration, Office of Governmentwide Policy, MTA, 1800 F Street, N.W., Washington, DC 20405. [lxv]

After a government aircraft is scheduled for official travel, the government may authorize individual travel on a space-available basis. Space may be available for executive employees, as well as government employees and their families at isolated posts that lack airlines. [lxvi] Additionally, the Secretary of Defense may approve space-available travel on Department of Defense (DOD) aircraft for members of Congress, other officers of the United States government, officials and employees of the Commonwealth of Puerto Rico on official business, and secretaries and supplies of the Armed Services Department of the YMCA. Employees of Congress, the United States government, the Puerto Rican government, the armed forces, the Department of Defense, and the Coast Guard may also invite their families. [lxvii] However, additional passengers should not require aircraft upgrades or added costs, except for minor ones. [lxviii] [lxix]

Executive employees on official trips, government employees at isolated posts, the families of government employees, and the travelers authorized by the DOD do not have to pay for government aircraft. However, executive employees on completely or partly political or personal trips must reimburse the government for the cost of the coach class ticket that they “saved” on the government aircraft, except if other laws or regulations, such as 11 CFR 106.3, ‘‘Allocation of Expenses between Campaign and Non-campaign Related Travel,’’ specifies a different amount. For example, if employees use a government aircraft for a 100% personal trip, then they must reimburse the government for the cost of a coach class ticket for the entire trip. Additionally, the personal or political part of the trip should not increase the total cost of the trip to the government, except in the case of required-use travel. [lxx]

Only senior federal officials and nonfederal travelers are required to report government aircraft trips. (It does not matter whether they fly as passengers, crewmembers, or qualified non-crewmembers.) The agency must report the trip to the GSA, and both the agency that owns or charters the aircraft and the agency that authorizes the travel must respond to written requests for records under the Freedom of Information Act (5 U.S.C. 552). If the trip is classified, the agency is still required to save the records, but it does not have to report them to the GSA or disclose them to the public. [lxxi] [lxxii]

Government Automobiles

In order to operate a government automobile, the agency must issue a specific travel authorization. The employee must also possess a valid State, District of Columbia, or territorial motor vehicle operator’s license. [lxxiii] Employees may only use government automobiles for official travel, including transportation between official business places, living places (when public transportation is impractical or unavailable), and places that promote the “sustenance, comfort, or health” of the employee and the “efficient performance of Government business,” such as restaurants, barber shops, Laundromats, drug stores, and places of worship. Under 31 U.S.C. 1344, the agency may also authorize additional government automobile travel. [lxxiv]

Privately-Owned Vehicles (POVs)

With agency approval, employees may take official trips on POVs [lxxv] and receive government reimbursement for the distance multiplied by the mileage rate. The mileage rates are published in an FTR bulletin and are also displayed on GSA’s Web site (http://www.gsa.gov/mileage). [lxxvi]   To determine the distance, employees should check their standard mileage guides or odometers when traveling by car or motorcycle, and their Federal Aviation Administration (FAA) charts when traveling by airplane. If employees change their flight plans to circumvent bad weather or technical difficulties and cannot determine the new distance from the FAA charts, they may also use the formula of flight time times cruising speed. In this case, employees may receive reimbursement for additional air mileage, but they must include an explanation in their travel claim. [lxxvii]

Additionally, employees may receive reimbursement for parking, ferry, bridge, road, and tunnel fees for motorcycles and automobiles, as well as parking, landing, and tie-down fees for airplanes. However, employees may not receive reimbursement for repairs, replacements, antifreeze, gas, grease, oil, towing, tax, insurance, and depreciation. [lxxviii] When employees travel to or from a transportation terminal on a POV, they may be reimbursed for the distance multiplied by the mileage rate plus other allowable costs for round-trip travel on the beginning and/or ending of travel between the points involved, [lxxix] as well as the parking fee not exceeding the cost of taking a taxi. [lxxx] One employee may volunteer to transport another employee in his or her POV without affecting his or her reimbursement, even if the other passenger helps pay the operating expenses. [lxxxi] [lxxxii]

In general, employees who opt to travel by POV instead of the transportation authorized by the agency may be reimbursed for the distance times the mileage plus per diem or additional expenses, not exceeding the cost of the agency-approved transportation. When the agency authorizes a common carrier, expenses include per diems, [lxxxiii] and when the agency approves a special vehicle, expenses include parking, bridge, road, and tunnel fees. [lxxxiv]

Employees who have agency approval to use government automobiles but select to use POVs may be reimbursed based on a constructive mileage rate limited to the cost that would be incurred for use of a Government automobile. This rate will be published in an FTR bulletin available at http://www.gsa.gov/ftr . If the agency determines the cost of providing a GOA would be higher because of unusual circumstances, it may allow reimbursement not to exceed the mileage rate for a privately-owned automobile (POA). Employees may also be reimbursed for other allowable expenses previously mentioned such as parking, bridge, road, and tunnel fees. [lxxxv]

Special Conveyances  

When employees use special conveyances for official travel, they may receive reimbursement for actual, necessary expenses including, but not limited to:

• Refilling the gas and oil.
• Renting a garage, hangar, or boathouse.
• Feeding and stabling a horse.
• Paying the per diem expenses of a driver.
• Paying the ferry, toll, and other fees. [lxxxvi]

Taxis, Shuttles, and Courtesy Transportation

For local official travel, the agency may cover the cost of fares and tips for taxis, shuttles, and other courtesy transportation. The agency’s first choice of transportation between transportation terminals and hotels/motels is courtesy transportation. However, employees may take taxis between business and living places when arriving or departing on official trips, as well as when traveling to or from an official TDY assignment that required at least one night’s lodging. Additionally, at official duty stations, the agency may authorize taxi or shuttle travel between two places of business, as well as between transportation terminals and business places, living places, and shuttle terminals. At TDY stations, employees may also take taxis and shuttles to and from living and dining places (if they cannot eat on-site). The agency may cap the reimbursement rate for taxi travel when government vehicles, common carriers, or courtesy shuttles are available. [lxxxvii]

Rental Automobiles  

With the specific approval of the agency, employees may receive reimbursement for using rental vehicles for official travel. [lxxxviii] In general, employees may not be reimbursed for collision damage waivers (CDW), theft insurance, or personal accident insurance in the CONUS because the government is self-insured; when employees rent vehicles through the government, they automatically receive insurance, including complete deductible coverage, for official travel. [lxxxix] [xc] However, employees may be reimbursed for CDW and theft insurance outside of the CONUS because the rental or leasing agency requirements, foreign statute, or legal procedures could cause extreme difficulty for an employee involved in an accident. [xci] The additional expenses of using rental vehicles for unofficial travel are the employees’ responsibility. [xcii]

Per Diem and Actual Expense Travel Allowances [xciii]

On official travel that lasts longer than 12 hours, employees who take official trips and incur per diem expenses are eligible for a per diem or actual expense travel allowance. [xciv] To calculate the per diem reimbursement rate, the agency may employ the lodgings-plus per diem method, reduced per diem method, conference lodging allowance method, or actual expense method. [xcv]

For official travel in the CONUS, the reimbursement rates are established by the GSA. The per diem rates are available at http://www.gsa.gov/perdiem , and the actual expense rates are accessible at 41 CFR 301-11.303 and 301-11.305. For non-foreign official travel, reimbursements are decided by the Department of Defense’s Per Diem, Travel, and Transportation Allowance Committee (PDTATAC) and posted at http://www.dtic.mil/perdiem . For foreign official travel, reimbursements are determined by the Department of State and published in the per diem supplement to the Department of State Standardized Regulations, Section 925. [xcvi]

Miscellaneous Expenses [xcvii]

With the approval of the agency, employees may receive reimbursement for necessary and official general, financial fee, and special foreign travel expenses. Miscellaneous expenses include, but are not limited to:

General Expenses

• Baggage expenses, including authorized excess, checking, transfer, and storage charges, as well as charges/tips for carrying government goods through transportation terminals. [xcviii]
• Lodging taxes, resort fees, and non-optional energy surcharges.
• Laundry, cleaning, and pressing charges.
• Storage charges for official equipment.
• Hiring charges for conference center rooms and hotel rooms.
• Service charges for official telephone calls, faxes, telegrams, cablegrams, radiograms, computers, printers, faxes, and scanners. For commercial communications, employees should only use commercial services if government services are not available.
• Services of an attendant to accommodate a special need.
• Typist, data processor, stenographer, guide, interpreter, and driver services, as well as attendant services for employees with special needs.
• Energy surcharge and lodging resort fee(s) (when such fee(s) is/are not optional).

Financial Fees

• Travelers check fees.
• Money order fees.
• Certified check fees.
• ATM fees for government contractor-issued charge cards.

Special Foreign Travel Expenses

• Passport and visa fees.
• Passport and visa photograph fees.
• Foreign country exit fees.
• Foreign currency conversion commissions.
• Birth, health, and identity certificate costs.
• Inoculation charges (if the vaccine is not available at a federal dispensary). [xcix]  

Special-Needs Expenses [c]

If an employee has a special physical need, he or she may receive reimbursement for additional travel expenses from his or her agency. [ci] (The need must be either clearly visible or confirmed in writing by a competent medical authority. [cii] ) Reimbursable expenses include, but are not limited to:

• Special duty station transportation.
• Special common carrier services.
• Baggage-handling expenses.
• Wheelchair rental and transportation expenses.
• Other than coach-class accommodations.
• Transportation and per diem expenses for a family member or attendant.
• Service expenses for an attendant.

The restrictions on the reimbursements for attendants are available in 5 U.S.C. 3102. Additional guidelines on special needs are accessible at the website of the Office of Personnel Management at https://www.opm.gov/policy-data-oversight/disability-employment/faqs/ . [ciii]

Executive Official Travel References

10 U.S.C. 4744, Renumbered 2648.

http://www.gpoaccess.gov/uscode/index.html

U.S. Office of Government Ethics.

U.S. Government Entities with Ethics/Conduct-Related Authority.

http://www.usoge.gov/pages/forms_pubs_otherdocs/fpo_files/other_docs/odrelated_96.pdf

Federal Travel Regulation §301-2.

General Rules for Temporary Duty (TDY) Travel Allowances.

http://www.gsa.gov/Portal/gsa/ep/channelView.do?pageTypeId=8199&channelId=-16524&specialContentType=FTR&file=FTR/Chapter301p002.html#wp1166601

Federal Travel Regulation §301-10.

Transportation Expenses.

http://www.gsa.gov/Portal/gsa/ep/channelView.do?pageTypeId=8199&channelId=-16524&specialContentType=FTR&file=FTR/Chapter301p010.html#wp1201972

Federal Travel Regulation §301-11.

Per Diem Expenses.

http://www.gsa.gov/Portal/gsa/ep/channelView.do?pageTypeId=8199&channelId=-16524&specialContentType=FTR&file=FTR/Chapter301p011.html#wp1089470

Federal Travel Regulation §301-12.

Miscellaneous Expenses.

http://www.gsa.gov/Portal/gsa/ep/channelView.do?pageTypeId=8199&channelId=-16524&specialContentType=FTR&file=FTR/Chapter301p012.html#wp1090584

Federal Travel Regulation §301-13.

Travel of an Employee with Special Needs.

http://www.gsa.gov/Portal/gsa/ep/channelView.do?pageTypeId=8199&channelId=-16524&specialContentType=FTR&file=FTR/Chapter301p013.html#wp1090713

Source : Xenia Tashlitsky

215 Pennsylvania Avenue, SE

Washington, D.C. 20003

[email protected]

July 24, 2007

Updated : Caralyn Esser

[email protected]

May 28, 2019

Making Government Work

Protecting Democracy : Ethics & Lobbying Reform , Money in Politics

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Note: On April 12, 2024, President Biden revoked the 2021 executive order that had established the Safer Federal Workforce Task Force. As a result, the Safer Federal Workforce Task Force no longer exists and this website will no longer be updated. This website is preserved as it existed on April 12, 2024, for archival purposes only.

Official Travel

Federal employees should adhere strictly to CDC guidance for domestic and international travel before, during, and after official travel.

Q: Are there any restrictions on official travel approved by Federal agencies?

A: No. There are no Government-wide limits on official travel (i.e., travel conducted under an official travel authorization) for Federal employees, regardless of their vaccination status. Individuals should follow their agency’s travel policy.

In approving official travel for an individual, agencies should:

• Inform the traveling individual that CDC recommends that individuals make sure they are up to date with COVID-19 vaccines before travel;
• Recommend that the traveling individual consider being tested for current infection with a viral test as close to the time of departure as possible (no more than 3 days) before travel;
• Instruct the traveling individual to adhere strictly to CDC guidance for domestic and international travel before, during, and after official travel;
• Instruct the traveling individual to check their destination’s COVID-19 Community Level before traveling, and to wear a high-quality mask or respirator (such as an N95) while on-duty and around others indoors at their destination, if the COVID-19 Community Level in the county where their destination is located is HIGH;
• Instruct the traveling individual to make sure they understand and follow all travel restrictions put in place by State, Tribal, local, and territorial governments; and
• Advise the traveling individual to prepare to be flexible during their travel, as restrictions, policies, and circumstances may change during their travel.

Heads of agencies should issue specific travel guidance as needed to account for the specific requirements of their agency’s mission.

Q: Should Federal agencies recommend or require employees to complete CDC-recommended COVID-19 testing before and after official travel? Can the expenses associated with this testing be claimed on a travel voucher for employee reimbursement?

A: When CDC recommends that travelers consider COVID-19 testing for current SARS-CoV-2 infection with a viral test prior to or following travel, agencies should recommend to employees traveling on official business that they consider being tested consistent with such CDC guidance. When CDC otherwise recommends or requires COVID-19 testing prior to or following travel, agencies must require employees traveling on official business be tested consistent with such CDC guidance, pursuant to Executive Order 13991. Agencies should provide for any recommended testing and must provide for any required testing associated with official travel at no cost to the employee, such as through the agency’s screening testing program, the agency’s in-house capabilities for diagnostic testing at the worksite, or through an alternative process determined by the agency. The cost of such testing recommended or required for official travel, and not available through a Federal dispensary or not covered (or reimbursable) through travel insurance, can be claimed in a travel voucher as a Miscellaneous Expense under agency travel policies.

Q: Should agencies limit official travel for individuals who have had a known close contact with someone with COVID-19?

A: No. For asymptomatic individuals who have had a known exposure to someone with COVID-19 within the past 10 days, agencies may approve official travel, consistent with the agency’s travel policy. If the individual remains without COVID-19 symptoms before traveling, then pursuant to Executive Order 13991 and consistent with CDC guidance, the agency must instruct the individual to, in addition to other standard pre-travel instructions related to COVID-19:

• Wear a high-quality mask or respirator (such as an N95) the entire time they are on-duty and around others indoors for the full duration of their travel that falls within the 10 full days after their last known exposure;
• Not travel on public transportation such as airplanes, buses, and trains if they will not be able to wear a high-quality mask or respirator (such as an N95) when around others indoors for the full duration of their travel within the 10 full days after their last known exposure; and
• Follow other aspects of post-exposure protocols , including the requirement for individuals with a known exposure to be tested for COVID-19 after 5 full days following their last known exposure (ideally, on or after day 6)—note that this testing may need to occur while the individual is traveling, and that agencies do not need to require that employees wait for the results of this post-exposure diagnostic test to undertake official travel, including return travel.

If the individual develops COVID-19 symptoms after official travel has been approved, then pursuant to Executive Order 13991 and consistent with CDC guidance, the agency must instruct the individual to not undertake further official travel, including under that previously approved travel authorization, and to instead follow agency protocols consistent with Safer Federal Workforce Task Force guidance on travel for individuals with COVID-19 symptoms.

Q: What should agencies do regarding official travel for individuals who develop COVID-19 symptoms or have a positive viral test 10 full days or less prior to their intended departure date?

A: Pursuant to Executive Order 13991 and consistent with CDC guidance, agencies must not approve official travel (i.e., travel conducted under an official travel authorization) for individuals who have COVID-19 symptoms and are waiting for an initial diagnostic viral test result, and agencies must not approve official travel for individuals who have tested positive for COVID-19 for at least 5 full days after their first day of symptoms, or after the date of the initial positive diagnostic viral test for asymptomatic individuals.

If an individual who tested positive for COVID-19 has returned to working onsite at an agency workplace or interacting with members of the public as part of their official responsibilities (once they are fever-free for 24 hours without the use of fever-reducing medication and their other symptoms are improving), then the agency may approve official travel for the individual.

Pursuant to Executive Order 13991 and consistent with CDC guidance on isolation, the agency must instruct the individual to, in addition to other standard pre-travel instructions related to COVID-19:

• Wear a high-quality mask or respirator (such as an N95) the entire time they are on-duty and around others indoors for the full duration of their travel that falls within the period they are otherwise required to wear a high-quality mask or respirator after ending isolation , consistent with Safer Federal Workforce Task Force guidance;
• Not travel on public transportation such as airplanes, buses, and trains if they will not be able to wear a high-quality mask or respirator (such as an N95) when around others indoors for the full duration of their travel that falls within the period they are otherwise required to wear a high-quality mask or respirator after ending isolation , consistent with Safer Federal Workforce Task Force guidance; and
• Follow other aspects of post-isolation protocols .

If after official travel has been approved, the individual’s COVID-19 symptoms recur or worsen, then pursuant to Executive Order 13991 and consistent with CDC guidance on isolation, agencies must instruct the individual to not undertake further official travel, including under any previously approved travel authorization, and to again not enter a Federal facility or interact with members of the public as part of their official responsibilities, restarting at day 0 of isolation protocols.

Q: What should agencies do if an employee has probable or confirmed COVID-19 while on official travel?

A: If an employee has probable or confirmed COVID-19 while on official travel (i.e., travel conducted under an official travel authorization), then pursuant to Executive Order 13991 and consistent with CDC guidance, agencies must instruct the individual to follow agency isolation protocols and not undertake further official travel, including return travel, for at least 5 full days after their first day of symptoms, or after the date of the initial positive diagnostic viral test for asymptomatic individuals. The agency must cover all costs associated with travel and lodging expenses, as well as the cost of any diagnostic testing, in these circumstances, to the extent permitted by the Federal Travel Regulation.

After that point, once the individual is fever-free for 24 hours without the use of fever-reducing medication and their other symptoms are improving, then the agency may instruct the individual that they can proceed with undertaking further travel, including return travel. Pursuant to Executive Order 13991 and consistent with CDC guidance on isolation, the agency must then instruct the individual to, in addition to other standard pre-travel instructions related to COVID-19:

If at any point prior to their return travel the individual’s COVID-19 symptoms recur or worsen, agencies must instruct the individual to not undertake further official travel, including return travel, and to not enter a Federal facility or interact with members of the public as part of their official responsibilities, restarting at day 0 of isolation protocols, consistent with Executive Order 13991 and CDC recommendations on isolation and the protocols set forth by their agency.

The agency must cover all costs associated with travel and lodging expenses, as well as the cost of any diagnostic testing, in these circumstances, to the extent permitted by the Federal Travel Regulation.

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• Per Diem Lookup

Federal travel regulation and related files

Ftr amendments (federal register), travel/per diem bulletins.

If you have any issues reading the documents, please contact Regulatory Secretariat by phone: 202-501-4755 .

PER DIEM LOOK-UP

1 choose a location.

Error, The Per Diem API is not responding. Please try again later.

No results could be found for the location you've entered.

Rates for Alaska, Hawaii, U.S. Territories and Possessions are set by the Department of Defense .

Rates for foreign countries are set by the State Department .

2 Choose a date

Rates are available between 10/1/2021 and 09/30/2024.

The End Date of your trip can not occur before the Start Date.

Traveler reimbursement is based on the location of the work activities and not the accommodations, unless lodging is not available at the work activity, then the agency may authorize the rate where lodging is obtained.

Unless otherwise specified, the per diem locality is defined as "all locations within, or entirely surrounded by, the corporate limits of the key city, including independent entities located within those boundaries."

Per diem localities with county definitions shall include "all locations within, or entirely surrounded by, the corporate limits of the key city as well as the boundaries of the listed counties, including independent entities located within the boundaries of the key city and the listed counties (unless otherwise listed separately)."

When a military installation or Government - related facility(whether or not specifically named) is located partially within more than one city or county boundary, the applicable per diem rate for the entire installation or facility is the higher of the rates which apply to the cities and / or counties, even though part(s) of such activities may be located outside the defined per diem locality.

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Disability Employment

Questions and answers, how can travel requirements of a job be accommodated.

As with all reasonable accommodations, start with the employee. The accommodation needed for traveling will vary according to a person's disability and the mode, frequency and duration of travel. Constant travel is far different from an occasional trip. Local travel needs are far different from international air travel needs.

For an employee who uses the services of an interpreter, reader, or personal assistant, it may be a matter of ensuring that the personal assistant, reader, or interpreter accompany the individual on a trip or be available once the individual reaches the destination. The General Services Administration travel regulations also provide authority to allow airline travel by first-class accommodation when a person with a disability is unable to travel standard coach because of space requirements or mobility limitations.

In some cases, travel may not be involved in a critical job function, and it may be possible to redistribute duties in a work center, giving travel duties to some employees and other duties to those employees who have limitations with regard to travel. Sometimes, after looking at the job requirements and consulting with the individual and professional resources on job accommodations, you may find that the particular job requirements and the particular needs/limitations of a person with a disability are simply not compatible.The important point is not to assume that travel is impossible for a disabled person. In many situations, with a little thought and advance planning, a person with a disability can perform required travel and effectively accomplish the requirements of his/her job.

For helpful information for travelers with disabilities, see the Disability.gov website.

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In This Section

• Travel Guidance
• DOI International Agreements & Other Instruments
• International Repatriation Assistance
• Legal Authorities for DOI International Programs
• Technical Assistance

International Travel Guidance for DOI Employees

Doi guidance for official international travel .

International travel preparations take several weeks to complete, so travelers should begin the necessary steps as soon as possible. Office of the Secretary personnel can direct questions via Teams Chat or email to the DOI Office of International Affairs Director Karen Senhadji or Senior Advisor Larry Sperling. Bureau personnel may wish to confer with their own international office/ program to determine if additional guidelines or routing are necessary. In addition, travelers may wish to direct specific questions to the particular points of contact listed for the steps below. 

REQUIRED for All DOI International Travelers:

• Submit DOI International Travel Clearance Form (DI-1175). All DOI employees must submit an electronic International Travel Clearance Form (DI-1175) 60-180 days before travel departure date, for all international destinations including cross border travel locations and same day travel to Mexico and Canada. (Travelers who are not DOI employees, such as contractors or invitational travelers, do not require a DI-1175.) The link to the international travel form can be found here: ForeignTravelForms . Please note: If you are outside a DOI or bureau office network, Pulse Secure (VPN) is required to access the form. For travel by political appointees, even if you have permission from your leadership, please notify Karen Senhadji as soon as you learn of the planned travel to facilitate timely reporting and approvals for your trip. Note that all political appointee travel MUST be routed to and approved by the DOI Deputy Chief of Staff and Chief of Staff .
• Request your official passport and/or visa.  All DOI employees traveling on official business must do so on an official passport. This is required per both DOI and State Department policy and applies even when just crossing the border for the day or traveling to and from a U.S. territory. Note that an official passport (brown cover) is distinct from a tourist/personal passport (navy blue cover) and that application procedures and guidance differ for each. Passport and visa information that you may find on public-facing Department of State or foreign embassy websites is for tourist passports and visas, and additional steps or different requirements may be applicable to official passports and visas. It normally takes  at least 8-12 weeks to obtain an official passport, and up to three or more weeks for each visa needed from foreign governments, so travelers  must begin this process as soon as possible. To obtain an official passport (new/renewal), an official visa, or to give notification of all travel in order to retrieve an official passport stored by the DOI Passports and Visas Division, please contact the INT Passport and Visa Division with a draft copy of the DI-1175 international travel clearance form or a Concur  (link is external) travel authorization as soon as you know you will need to travel (to all countries, including Canada). The Passports and Visas Division will provide you with guidance on which forms and supplementary materials to complete and submit for processing. The DOI Passports and Visas Division can be contacted at tel. 202-208-5292 , or fax 202-219-9822. For more information or to schedule an appointment, please see the web page of the Passports and Visa Division of the Office of International Affairs .
• Complete required  State Department security training.  The Department of State requires that U.S. government personnel travelling internationally on official business take the online Counter-Threat Awareness Training (CT401/CTAT-formerly known as HSTOS training) before departure. As of April 2023, DOI staff can now complete this training through DOI Talent (Course No. CTAT-OGA-SCO04v2-2020 ). Please start the registration process as soon as you anticipate your travel. Approximate course duration is three hours. Once you complete the course you will be given access to the Completion Certificate to download and/or print. Training completions are considered valid for six years. DOI recommends that you carry this completion certificate with you when traveling outside the United States.  
• Request electronic country clearance (eCC) from the State Department.  All U.S. government travelers who travel on official business internationally must receive approval from the local U.S. Embassy to enter the country. The Electronic Country Clearance must be obtained by submitting an eCC request to the State Department at least two weeks prior to travel. Please contact your bureau or office international travel coordinator for further instructions. 
• Review State Department guidance on travel.  Travelers should consult the State Department travel destinations website for information relevant to their destination, and to learn about any travel alerts or warnings. It is highly recommended that all travelers register for the Smart Traveler Enrollment Program.  
• Review COVID-19 Requirements.  Please note that countries may apply additional travel restrictions and requirements due to the COVID-19 pandemic; check specific  State Department guidance  for the relevant foreign country and be prepared for requirements for re-entry requirements into the United States.
• Check for and get necessary immunizations.  Plan ahead—immunizations may take several weeks to take effect, and some must be administered independently of one another. Each traveler’s medical and health concerns will vary.  It is highly prudent to compare one’s individual health status/concerns with the details available from the Center for Disease Control , and to consult a medical professional. 
• Notify  DOI law enforcement/security office regarding travel by PAS (Senate-confirmed) appointees.  Please note, the Office of Law Enforcement and Security (OLES) must be informed of international travel by PAS (Senate Confirmed) appointees. 
• Notify your personnel security branch if traveling internationally with a Security Clearance (Secret, Top Secret, SCI).  This includes personal travel.
• Be aware of DOI polices on international travel with electronics.  The DI-1175 travel approval form includes a place to specify whether you wish to bring government-furnished electronic equipment with you. Once your bureau has approved your 1175, that will go to the attention of your organization's IT support / Associate Director for Information Resources, who will provide guidance on any security requirements. For background, visit the DOI International Travel with Electronics Advisory Site  (link is external) which contains more information on travelling with electronics, including the official memo for the Department of the Interior Security Requirements for International Travelers and the use of Electronics on International Travel. 
• Ensure compliance with all other federal/DOI travel requirements. In addition to international travel requirements, DOI employees must also complete all of the same documentation and approval procedures that are in place for domestic travel, including compliance with federal travel regulations (i.e. use of U.S. owned airlines to and from the continental U.S; when different classes of travel are permitted and when layovers for travel are allowed etc.) and completion of a travel authorization. (These travel requirements are administered by the Office of Financial Management and are documented in the Departmental Manual Chapter 347 and the DOI Temporary Duty Travel Policy Guidance document. )

RECOMMENDED for all DOI International Travelers

• Confirm health insurance coverage. Travelers should verify international coverage through their personal medical insurance representative, since not all carriers provide coverage overseas. Please note that State Department posts are increasingly requiring U.S. Government travelers to provide proof of medical evacuation insurance to obtain electronic country clearance (eCC). The State Department has provided a list of providers for this service which can be reimbursed as a voucher expense. The traveler should make sure that the coverage purchased meets the criteria for the coverage required by the relevant post.
• Notify bank and credit card companies of travel.  Some banks or credit cards may close an account if they notice unexpected overseas activity. Travelers should contact their bank and credit card companies beforehand to provide the destination and dates of travel, as well as to inquire about any foreign transaction fees that may be applied if the credit or debit card is used outside of the U.S., and whether cards may require the use of a longer pin number or chip.
• Consult the latest exchange rate.  Exchange rates fluctuate. There are many Internet sources to determine the most current exchange rate, such as Currency Converter (link is external).
• Consider requirements for electrical outlets.  Other countries use a number of outlets that are not compatible with standard U.S. electronic devices. There are many internet sources which indicate if adapters are needed, such as the  European Union standards site  (link is external).
• Consider the time difference.  There are many Internet sources to determine the time difference between your home and destination, such as the  World Clock site  (link is external).

Department and Bureau International Travel Contacts

Please note that  bureau employees  must work with their bureau's International Office Travel Contacts to process all of the documents listed above  according to their bureau's policy.  Office of the Secretary and PMB Employees should contact the DOI Office of International Affairs (INT).

Additional Links and Forms

• Federal Travel Regulations regarding Class of Travel and Fly America requirements
• State Department per diems for overseas travel
• State Department telephone directory
• State Department Travel warnings, advisories, and entry requirements
• Centers for Disease Control (CDC) travel notices

Last updated January 2024.

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Nintendo leak traced to Google employee viewing private YouTube video

Published on 8 hours ago

• A Google employee accessed private videos from Nintendo’s YouTube channel.
• The employee leaked the information before the game company’s announcement.
• It’s believed that some leakers are still using this method to get their information.

Earlier this week, a report came out detailing old privacy and security incidents within Google. The report covers a wide variety of employee-reported incidents that range from severe to non-issues. One of the more surprising revelations, however, was related to a Google contractor leaking a Nintendo announcement.

In the report, it’s mentioned that the temporary contractor in question accessed private videos stored on Nintendo’s YouTube account. That contractor went on to share the information with a friend who then posted it on Reddit . Within the comments, the poster attempted to confirm the veracity of the leak by stating, “My friend work at google and he send this photo to me. It’s a video that it’s already in Nintendo channel and is going to be in public after the reveal.”

The incident occurred in 2017 and involved the then-untitled Nintendo Switch game Yoshi’s Crafted World. Google reportedly reviewed the incident at that time and concluded after an internal interview that the action was “non-intentional.”

In response to the finding, industry analyst Daniel Ahmad said that he has “heard this is how a number of game leakers operate today still.” However, some leakers claim that they get their information by other means. Notable Nintendo tipster Pyoro claims they’ve been able to leak information you couldn’t get from a YouTube trailer, like price details.

It’s important to note that the incidents in the report happened six to nine years ago. Google has also responded to the story stating:

At Google employees can quickly flag potential product issues for review by the relevant teams. When an employee submits the flag they suggest the priority level to the reviewer. The reports obtained by 404 are from over six years ago and are examples of these flags—every one was reviewed and resolved at that time. In some cases, these employee flags turned out not to be issues at all or were issues that employees found in third party services.

However, it’s unknown what measures the Mountain View-based firm has put in place to prevent leaks like this from occurring again. Android Authority has reached out to Google for comment and we will update this article accordingly.

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‘She has no choice’: NACC called in to investigate Tourism Australia after holiday expenses scandal

After Crikey revealed three staff went on private holidays using $137k of taxpayer funds, Tourism Australia has now confirmed the NACC is involved.

Anton Nilsson

Jun 05, 2024

The National Anti-Corruption Commission (NACC) has been asked to investigate the $137,441 travel expense scandal at Tourism Australia, first revealed by Crikey in April .

Managing director Phillipa Harrison claimed immunity from questions about the scandal at Senate estimates late Tuesday night, saying she had been advised by the NACC not to divulge too many details “until they have finished their investigations”. 

“Their advice was very, very clear to us that they did not want me to disclose any other information because to do so may compromise current or potential investigations and prematurely impact the reputation of individuals,” Harrison said, appearing to be reading from written advice.

According to information previously made available to Crikey, the scandal involved a senior Tourism Australia employee and two of their China-based colleagues who were fired last year for blowing taxpayer money on personal holiday trips. 

Crikey asked Tourism Australia on April 17 whether the matter had been referred to the NACC, and, if so, when, but the agency refused to confirm.

“All reporting obligations were complied with within an appropriate time frame,” was the answer given at the time. 

Crikey had also contacted the NACC for comment, and a spokesperson replied that the commission was unable to comment on the existence of an investigation. 

The Australian Federal Police told Crikey on April 19 it was “not aware of this matter”.

At estimates, Harrison revealed the NACC had been contacted on January 25. She also said Tourism Australia had engaged the consultancy firm Deloitte to “carry out a thorough forensic audit stretching back to 2021”.

“No further instances of wrongdoing were identified,” she said. 

Trade Minister Don Farrell told the hearing the immunity claim based on NACC advice was a “first” at a budget estimates session. 

“I have to say this is the first time in my experience where a direction from the NACC has directed an official not to make a public statement,” Farrell said. 

Addressing Nationals Senator Ross Cadell, who was asking questions about the scandal, Farrell went on: “This does present some significant issues which I myself would like to get clarified. You and I both voted for this legislation and obviously this is how it’s being applied. 

“The witness obviously has to comply, I believe, with the direction of the NACC. She has no choice.”

The minister went on to say he would seek to get “more information on what the government’s responsibilities, and the department’s responsibilities” are in instances where NACC advice would prevent the Senate from asking questions. 

While Harrison refused to divulge the identities of the three people fired, she did appear to inadvertently confirm parts of Crikey’s previous reporting. In response to a question from Cadell about who the corporate travel provider was that the three employees had used to book their holiday trips, Harrison let slip a comment that seemed to confirm the incident was related to Tourism Australia’s China office. 

“[The travel provider] is FCM in China… and also here in Sydney,” Harrison said. 

Asked by Cadell if any law enforcement organisations in China had been made aware of the incident, Harrison said: “I’m not saying that it was a China issue necessarily.”

Pressed further, she conceded no international authorities had been contacted about the incident. 

Do you know more? Contact Anton Nilsson securely on Signal via the username anilsson.33 — download the app, create a new chat via the pencil symbol and type the exact username into the search bar to get in touch. Or send him an email at  [email protected] .   Anonymity guaranteed.

About the Author

Politics Reporter @antonknilsson

Anton Nilsson is Crikey's federal political reporter. He previously covered NSW Parliament for NCA NewsWire, and before that, worked for Sweden's Expressen newspaper as well as other publications in Sweden, Australia and the United States.

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Interesting that big 4 corrupt rip off merchant Deloittes have been invited to the trough. I thought we were trying to ease up on dealing with big 4 crooks. Was I a bit naive, again?

I don’t recall any decision not to avoid them, just a bit of frowning and tut-tutting for a few days, except for PwC after the bad smell from its ATO tax dodging frolic. And we already know the government’s willing to let bygones by bygones with PwC too. Because it was all so long ago, and nobody wants to carry grudges, and lessons have been learned…

That’s the main thing: lessons are always learned. The biggest lesson is that there are never any consequences for the real villains, even if the occasional scapegoat is sacrificed.

Really good get, Crikey. Well done to all.

And herein lies the problem with a secret squirrel NACC. We’ll never know if this matter is investigated or not.

Makes you wonder if Dreyfus’ legislation to keep NACC referrals or investigations quiet is because neither Labor nor Liberal govts want the rest of us to see or know what’s going on because they know it would undermine confidence In govt generally, regardless of which was in govt. It also protects each party from the other so there’s no finger-pointing by whichever is in Opposition

This goes beyond the issue of not holding public hearings. Now we see the NACC is now being used as a tool to suppress any revelations about a matter of serious public interest. It is therefore protecting and facilitating corrupt conduct. This will surely not be the only time. Way to go, our Lib/Lab/Nat masters and all their mates!

No pollie will rock the boat SSR, when they could be the next one in the firing line.

It is just me but does TOURISM AUSTRALIA MANAGING DIRECTOR PHILLIPA HARRISON bear a resemblance to her less than illustrious predecessor SCOMO? Or maybe it’s both appearance and demeanor?

How can I join in these incredible rorts? I thought it was pretty special that Woolies gave me a $15 gift voucher for complaining to them about one of their home-brand products.

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