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NTIA Travel Guidance FN

Guidance

Forms:

Other Resources:

Contact: Isha Carry, [email protected].

Immunizations

Travelers going on foreign travel are responsible for obtaining necessary immunizations for the travel destination(s).  Immunizations for overseas travel can be obtained at no charge at Federal Clinics.  The State Department has Travel Health and Immunization Clinics located at FSI (E 1104, 703-302-7450), HST (B 846, 202-647-2546), and SA1 Columbia Plaza (L 206, 202-663-3974). Travelers must call for an appointment and should bring a copy of their Travel Orders and immunization records (e.g., the yellow card).  A letter from the traveler’s supervisor specifying the destination and approximate dates may be used in lieu of the Travel Order.  Immunizations should be scheduled as soon as possible since it may require several weeks to complete an immunization series or for an immunization to become effective.

Employees should use Federal Health Clinics for travel-related immunizations.  If this is not possible (e.g., the clinic is out of stock), travel-related immunizations received outside of Federal Clinics can be reimbursed if the employee’s Travel Orders contain specific authorization and justification for immunizations in block 15A

Passports and Visas

Employees must use their official passports for all official travel.  Personal passports may not be used for official travel unless the employee is in the process of applying for an official passport or the official passport is being used for a visa application.  Official passports may not be used for personal travel, including personal travel before or after official travel.

The traveler is responsible for obtaining a new official passport when the period of validity of the current passport is not sufficient to cover the foreign travel. Some countries may not admit a traveler if the passport does not have several months before expiration.  Travelers should renew their official passport six months prior to the expiration date.

The traveler is also responsible for determining whether a visa is required for foreign travel.  If so, the traveler must contact the DOC Travel Management Division (Passport Section) to determine the correct procedures, understanding that processing the visa may take several weeks.  The traveler will provide a copy of their travel orders, 1 visa photo, and a completed visa application to the certified passport agent/visa specialist.  If you have questions about the requirements, please visit the Passport and Visa website at http://www.osec.doc.gov/oas/OCS/TMD%20Web%20Docs/passport_instructions.html.

When obtaining a passport or visa, appropriate photos may be obtained from the Office of Security.  A memo on NTIA letterhead requesting the photos must be taken or e-mailed to the Office of Security ([email protected]).

Travel Card Application

All travelers are required to complete a travel card application and online training in order to obtain a Government Travel Card for official travel.

1) How to obtain a Government Travel Card:

a.  Complete the application form

i.  Fill out the cardholder information section (you can use your home or work address in this section, this is where your card will be delivered). Do not skip SSN, DOB, Mother’s Maiden Name, and Cardholder Signature.

ii.  You and your supervisor must sign the second page.

b.  Return completed form to Isha Carry, Budget Office, in Room 4888.

2)  Complete the GSA Cardholder Training at: https://training.smartpay.gsa.gov/

a. Before you can take the course, you must create a user login by clicking on the “Register Here” link on the right side of the webpage.

b.  Next, return to the main screen and click on the link: GSA SmartPay® Travel Card Training for Cardholders and take the online training.

c.  Once training is completed, print the certificate along with the completed and signed travel card forms, and return to Isha Carry, in Room 4888. Please confirm that Isha is in the office before delivering the forms. These forms contain personally identifiable information and they should be delivered directly or via secure file transfer.

Please be advised that as a travel cardholder this training, as required by OMB, must be taken every 3 years as a refresher.

Secure File Transfer

To support the demand of the Accellion Secure File Transfer solution a new structure for provisioning licenses has been put in place.   Licenses are being provisioned as a user signs up and requires the service at that time.  After 10 days of inactivity the license will be re-provisioned (account deactivated) so it frees up a license for another user to utilize.  

Once the account is re-provisioned it no longer exists and the user will be required to go through the register process to utilize the service again.    Note: recipient only accounts are not subject to this deactivation.
To Register with the Secure File Transfer Web Application:

  1. Point your web browser to https://sft2.doc.gov/
  2. Click on "I don’t have an account yet"   
  3. Enter your Department of Commerce email address and click "register."
  4. Wait for verification code to be mailed to you.  Once you have received the email, verify your email address using the link provided and assign yourself a password.
  5. Once registered, you return to https://sft2.doc.gov/ to send files.

The account re-provisioning allows us to continue to provide the service during this time of required budget reductions.  

If you have any questions or concerns please contact the OS ITSO at [email protected] or 202-482-0542.

 

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