Completing Travel Request (TR) in Foreign Travel Management System (FTMS)

1. Completing Travel Request (TR)inForeign Travel Management System (FTMS)

2. Foreign Travel • Requirements • Employee traveling internationally on JLab, DOE, or other US Government business • Approval required regardless of who pays for trip • Country clearance needed to enter country • Export documents needed to bring laptop or equipment back into US upon return • Non-employee traveling on US Government funds • Approval required • Country clearance needed to enter country • Export documents needed to bring laptop or equipment back into US upon return

3. Foreign Travel Instruction Cycle • Coordinator creates TA with estimated costs • Look-up airfares on-line in Rearden, Expedia, or Orbitz • Estimated cost worksheet still available if needed • Coordinator routes TA for approval • Coordinator receives TA approval • Coordinator initiates travel arrangements (domestic & non-sensitive countries only) • Coordinator initiates trip (TR) in FTMS • Coordinator routesTR in FTMS (after TA is approved) • FT Administrator sends notification to traveler and TC when final approval and clearance is received • Coordinator can initiate travel arrangements for sensitive trips once clearance is received.

4. https://ftms.doe.gov/ Only individuals designated ‘Site OPOC’ can enter TR Send email to Gloria Daniel (gdaniel@jlab.org) to create a new user or approver

5. Creating TR in FTMS • FTMS ID • Use Search function to find an existing ID • If no FTMS ID is found – create a new traveler • Benefit to Government statement can be general (i.e., Increase the knowledge of key staff at Jefferson Lab through visits to foreign institutions engaged in relevant research. Explore opportunities for future collaborative work. This knowledge and potential collaboration will improve the decisions made at Jefferson Lab on technology selection, resulting in higher performance solutions in support of Jefferson Lab programs.) • Acronyms (not allowed) – See look-up on website

6. Other Pertinent Information • Routing Template • One basic routing template used by TCs • Additional routing will be added by FT Administrator • See next slide for sample • Approvals • Approved Travel Authorization required before foreign travel can be approved by FT Administrator. • No Cost to US Government – approval still required • Supervisor/Manager Approval on website • Draft (status) trips – not monitored • Late submissions – notify Gloria via email once trip is routed for approval. • Pro Forma Invoice – to take laptop – see FORMS on website

7. SAMPLE ROUTING TEMPLATE Depending on Division: Supervisor may be before Sue Ewing Head of Org (Approval Level) might be Division AD, not Joseph Scarcello. Add before Carol Kinsey

8. Frequent Errors that Delay Approval • Section 2, line 22-Title block should show name of funding host if funded by Foreign or Non-DOE. • Section 2, line 23-Travel Information must include roundtrip air itinerary and ground information if applicable. Required for Country Clearance Request. You may change this information anytime if needed. • Section 2, line 31-Box should always be checked yes, and in the comment box include “Medical Services has been notified and will contact traveler prior to departure”. • Section 3, line 49-After hours contact must contain either (a)Hotel Name and phone number, OR (b)Name, address and phone number of person they are staying with. Required for Country Clearance Request.