Importance: High

-----Original Message-----

From: Papier, Joel (OD)

Sent: Monday, November 26, 2001 11:40 AM

To: List ICTRAVELPOC-L

Cc: Stith, Kenneth (OD); Papier, Joel (OD); Witt, Christine (OD); Fuentes, Sandra (FIC); Miller, Richard (FIC); Mccleary, Linda (HHS/OS)

Subject: Transmittal No. 8 - HHS Requirements for Processing International Travel

Importance: High

All,

The following emboldened guidance is from the Assistant Secretary for Administration and Management/OS and serves as a reminder as to the requirements for clearance and approval of proposed international travel by HHS employees.

The Office of International Affairs has continued to receive a high number of late international travel requests. It is imperative that a "Notification of Foreign Travel" be prepared for every proposed trip. The notification must be submitted by email 30 days in advance directly to William.Steiger@hhs.gov, Office of International Affairs.

The State Department requires that a country clearance cable be sent to the U.S. Embassy/Mission in the country to be visited for every trip to be taken by an HHS employee. Clearance must be received from the U.S. Embassy/Mission before the travel may proceed. We suggest that the country clearance cables be transmitted at the same time that you submit the "Notification of Foreign Travel." The cable must clearly state the purpose of the trip and provide specific contact information for the traveler while in the country. If travel is subsequently disapproved or canceled, you must forward a follow up cable to the appropriate embassy/mission informing them of the changed travel plans.

Because of the large number of late requests, U.S. Embassies/Missions have begun to deny HHS travel requests. In addition, the State Department has advised us that in the future, all late travel requests will be denied. Rare exceptions will be made only for emergency and public health crisis situations.

Thus, it is imperative that your NIT request is transmitted to the OIA/OS at least 30 days in advance of the start date of the travel. In addition, at the same time interval, you must ensure that the FIC receives a copy of the NIT request. This action is necessary in order that the FIC has ample time to process the required cable clearance document.

Please let me know if you have any questions.

Joel