State Department Approval for USGS Employee Foreign Travel To: "E - All WRD Employees" From: "Catherine L Hill, ACH/Operations, Reston, VA" Cc: "Catherine L Hill, ACH/Operations, Reston, VA" , "Verne R Schneider, Chief, Intl Water Resources Br, Reston, VA" , "Anna M Lenox, Deputy Chief, IWRB, Reston, VA" , "Doris A Parks, Secretary (Typing), Reston, VA" , "Alice C Dilandro, Secretary (S), Reston, VA" Subject: State Department Approval for USGS Employee Foreign Travel Date: Wed, 23 Sep 1998 13:45:52 -0400 Sender: "Alice C Dilandro, Secretary (S), Reston, VA" In Reply Refer To: Mail Stop 420 MEMORANDUM September 23, 1998 To: All WRD Employees From: Catherine L. Hill /signed/ Assistant Chief Hydrologist for Operations Subject: State Department Approval for USGS Employee Foreign Travel Recent terrorist attacks on American Embassies abroad have increased the level of concern regarding safety of Government employees in foreign travel status. While Embassy clearance for a Government employee to enter a country has always been desirable, IT IS NOW MANDATORY. Effective immediately, U.S. Geological Survey (USGS) employees must be cleared by the U.S. Embassy in the host country prior to departure for a foreign destination. This requirement adds another step to an already complex process in obtaining foreign travel approval. What does this mean to Water Resources Division (WRD) travelers? For routine travel to meetings, symposia, workshops, training, etc., there will be no impact. Current procedures require that WRD employees provide DI-1175 information through supervisory channels, to the International Water Resources Branch (IWRB), 6 months prior to departure. However, travel for the purpose of collaborative research, project studies, etc., has traditionally been processed with as little as 28 days advance notice--and at times, IWRB staff processed travel requests on an emergency basis with as little as 2 weeks advance notice. The new requirements will eliminate IWRB flexibility to process "emergency" travel. * The Department of State requires that routine country clearance cables be received minimally 21 days prior to an employee's departure. This requirement is not negotiable. * The Geologic Division's International Programs Unit (IPU) initiates all country clearance cables and requires 21 days to prepare and obtain requisite State Department Desk Officer and subject specialist approvals. Again, this is not a negotiable requirement. * The IWRB requires 21 days to prepare and process a DI-1117 from which country clearance cables are derived and bureau and departmental approvals are acquired. In summary, a WRD employee planning to travel abroad must submit their DI-1175 request through supervisory channels to arrive in the IWRB no fewer than 60 days prior to departure. Traditionally, IWRB has been able to request (and obtain) a dispensation from the Director's Office or the Department of the Interior for approval of emergency travel. Department of State now is the controlling factor, and no exceptions can be made. The USGS has been notified by the Department of State that travelers arriving in a country without Embassy clearance may be denied entry and asked to return to the United States. There is no change in processing requirements for approval of foreign travel to meetings, symposia, workshops, and training. However, effective immediately, requests to travel abroad for the purpose of non-meeting activities (project work or collaborative research) must be received in this office 60 days prior to departure. It also is critical to note that a change in date of departure, change in destination, or adding a country to an already approved DI-1175 cannot be accommodated in fewer than 45 days. Modifications to approved travel plans also are subject to standard State Department clearances. Compliance with Department of State directives and American Embassy requirements is essential to the safety of our travelers. Please factor this additional time requirement into your planning for any overseas travel. If you have specific questions, please contact Anna Lenox, Deputy Chief, IWRB, at 703-648-5053.