June 16, 2010 GovTrip Notification of Foreign Travel Workshop

Agenda Page 2  Welcome  NFT Process Overview  Fogarty International Center Responsibilities  NFT Submission Requirements  Change or Cancellation after NFT Final Approval  Other Foreign Travel Items  Trip Reports  Transition Information  Document Routing Structure  Routing List Template  NFT Known Issue  Next Steps  Questions

NFT Process Overview  New integrated NFT Process will go-live in production on June 21, 2010  Foreign travel documents will route to Fogarty International Center (FIC) for NFT approval prior to routing to the Executive Officers for final approval Page 3 CurrentFuture Notification of Foreign Travel (NFT) form is completed outside the GovTrip Travel system through the Office of Global Health Affairs (OHGA) website. NFT submission and approval within GovTrip system Integrated process reduces data entry as several fields populate automatically from the profile or data entered earlier in the document NFT can be tracked with the document NFT is routed to HHS for final approval Final approval of NFTs has been delegated to the OpDivs One NFT can be submitted for multiple travelers One NFT can be submitted for only one traveler

GovTrip NFT Form - EXAMPLE Page 4

Fogarty International Center Responsibilities  Imperative that all information is complete and accurate  Fogarty still needs the NFT at least 35 days prior to travel  Fogarty takes submitted information and does the following:  Submits a cable to the US Embassy letting them know the traveler is coming  Uses the information to assist traveler in applying for official passport and any necessary visas  If information is not complete and/or accurate, the travel will be returned in the GovTrip system, thus possibly delaying approval of the travel and passport/visa processing  Fogarty will clear documents in the order of departure dates and will have a metric once the system is up and running Page 5

NFT Submission Requirements Please ensure the following items are completed accurately and fully: Page 6  Travel itinerary  Name, address, and phone for both the in-country contact person and the hotel or other lodging accommodations for all destinations are listed in the ‘Int’l Emergency Contact Info’ field  If the traveler is staying in more than one hotel for the same city, provide the breakdown of dates for each hotel  Purpose of travel for all destinations is described in the ‘Explanation' field  For meeting travel, give name and sponsor of meeting  If the traveler is speaking, provide the name of the talk  For site visits or collaborative research, describe projects and provide names of principal contacts. Avoid using abbreviations.

Destination Information Example Page 7

Change or Cancellation after NFT Final Approval  …there is a change in travel dates, destination(s), or contact information on the travel authorization after NFT Final Approval Note: Such changes affect the country clearance request and, often, the passport/visa application. Action: Make necessary updates to the authorization and the NFT, indicate the type of change in the Remarks section on the Digital Signature page then re-route the document to FIC.  …a trip is cancelled after NFT Final Approval Action: Send an to informing FIC of the Page 8 Notify your FIC International Travel Program Specialist if…

Other Foreign Travel Items  Passports/Visas  Ensure traveler has a valid official passport or applies for one – government employees cannot use their personal passport for official government travel − Passport application forms can be found at  Check the official passport/visa chart on the FIC website to see if a visa is required for the destination country − Requirements for US official passports differ from those for US personal passports − Official passport/visa chart can be found at  Passport and visa applications can be initiated before the travel authorization is submitted for approval  No longer necessary to fax/send over the travel order to obtain the official passport Page 9

Other Foreign Travel Items (con’t)  Security  FIC will attach a security briefing information notice to the travel authorization as part of the NFT approval process − This will be a one page document uploaded into the GovTrip system − Traveler planners should provide this information to the traveler so he/she can read it before traveling. − This is an HHS requirement that all HHS travelers read these two documents − The links to the actual uploaded document can also be found on the FIC website: Page 10

Trip Reports  Trip reports are still required by HHS  A trip report is a brief, written report of the significant aspects and results of the trip, including a summary of the extent to which the purpose(s) of the trip was achieved  They are now uploaded in GovTrip as part of the voucher process  The document must be titled “trip report” after it has been uploaded  If document is not loaded with title of Trip Report, the user will receive a pre-audit. Change to Page 11 3-Jun-2010 Added 06/03/09 at 11:20:36 3-Jun-2010 Trip Report Added 06/03/09 at 11:20:36

Transition Information  What happens to foreign trips created in GovTrip prior to the integration of the NFT tool on June 21?  GovTrip documents created prior to June 21 will not have the integrated NFT in the document. − These documents should have a corresponding NFT in the OGHA site prior to June 18.  GovTrip Documents created on or after June 21 require the integrated NFT be populated regardless of whether or not an NFT exists on the OGHA site.  Access to create new NFT documents through the OGHA NFT site will be deactivated on June 18.  Users will continue to have access to the OGHA NFT site to complete existing NFTs Page 12

NFT Document Routing Structure Page 13 AO Approver stamps Conditionally Approved which moves the document to NFT Pre- Approval role. Document routing begins in the IC FIC initiates the necessary clearances and stamps the document NFT Final Approved Document returns to the IC to complete routing Signed Reviewed Conditional Approval AO Approver or other designated Approver stamps the document NFT Pre-Approved to release tickets booked on-line and move the document to FIC. NFT Final (New)NFT Pre-Approved (New) EO/Ethics Reviewed, Conditional Approved or Approved

Routing List Template  To accommodate the new NFT related roles, certain levels within all routing lists have been standardized  ICs can use unreserved levels to customize routing lists to meet their needs  Changes to the routing list roles will be on hold from June 10 to August 1. Page 14

Page 15 NFT Known Issue  Itinerary Dates not updating in the NFT when changes are made Issue: If dates for an existing per diem location are updated in the document, the NFT will not reflect the change: Examples: If the dates for a trip to Paris are changed from 6/5/10-6/12/10 to 6/5/10 - 6/8/10, the NFT will not reflect the new dates. If an additional per diem location of London is added to the Paris trip from 6/8/10-6/12/10, the NFT will show an overlap in per diem locations from 6/8/10 to 6/12/10. Solution: Indicate the correct dates in the Explanation field of the NFT and in the Remarks field in the Digital Signature page.

Next Steps  NBS Advocates:  Review IC specific routing list and provide any changes to the NFT PRE- APPROVED role to Jennifer Martin by COB June 17. Default for the ‘NFT PRE- APPROVED’ role is the approvers listed in the AO Approver role for that routing list.  Communicate the new integrated NFT process to your Travel Planners/Travelers (NBS provided draft on Monday, June 14)  NBS GovTrip team:  Populate the routing list in preparation for the new integrated NFT process  Finalize and post the NFT CBT and reference guide on the GovTrip Users Community portal page  Send communication to Travel Planners, Reviewers and Approvers when the NFT CBT and reference guides are available Page 16

Page 17 Q&A Session