General travel guidelines for DOI employees can be found in the Departmental Manual, specifically 347 DM. Additional guidance for international travel can be found on this page or by contacting your bureau's international travel coordinator (see table below). DOI employees traveling for the International Technical Assistance program should review the process detailed here and visit the ITAP page for additional information.
All DOI Employees must have the following documents prior to departure:
A Travel Authorization (DI-1020) is required for each international trip. Blanket TAs are not allowed for international travel. Each Assistant Secretary determines who signs the TA for their office and Bureaus. The TA is not signed nor reviewed by the Department.
The Department's Foreign Travel Certification Form (DI-1175) is required for each international trip, except for Canada and trips that do not involve an overnight stay. (Note: this requirement includes the freely associated States of the Republic of Palau, the Republic of the Marshall Islands and the Federated States of Micronesia, but not U.S. territories.) Each Assistant Secretary determines who signs the DI-1175 for their offices and Bureaus. For trips to Canada and trips that do not involve an overnight stay, a DI-1175 may still be required for internal bureau control purposes; communicate with bureau international offices if the need arises. For all travel that does not require an approved/signed DI-1175 an approved Travel Authorization should be provided to the Passport Office in order for the traveler to be provided their official passport.
The DI-1175 also must be approved by the Department via DOI's Office of International Affairs (INT). USGS travelers should contact their bureau's International Programs Office for guidance on submitting the DI-1175 to the Department. Non-USGS travelers must request INT approval through the INT SharePoint site.
Requests for embassy approval can be made by a bureau's International Office or by the traveler themselves via the State Department's eCountry Clearance website. Please check with your bureau representative to determine if you are responsible for submitting the clearance. Employees in the Office of the Secretary are responsible for submitting their own clearance.
It is highly recommended that travelers check current US government advisories regarding specific destinations, including State Department travel warnings and alerts to learn about security risks for American travelers, and CDC travel notices for health issues (such as the Zika virus). INT also suggests that travelers register for the Smart Traveler Enrollment Program.
Employees traveling internationally on government business are required to travel on official passports (and visas as required). DOI employees (except for USGS and BOR) whose positions require international travel must apply for and obtain their official government passports through the Passport and Visa Division of the Department's Office of International Affairs (INT). Bureau employees should provide the information requested on the Official Passport, Visa and Notification for all Travel Request Form along with a draft DI-1175 form, travel authorization, or similar information, to the INT Passport and Visa Division (see below), as soon as they know they will need to travel internationally, and in all cases at least 45 days prior to the departure date. Within two business days, the INT Passport and Visa Division will provide the traveler with the necessary guidance and instructions to apply for an official passport and/or visa, based on the traveler’s employment status and destination(s), among other factors. Please note that travelers seeking to obtain official passports will need to submit a current SF-50 and two passport photos with their application, and those who need visas may need an additional two to four passport photos for each visa application. Additionally, it may take six to eight weeks to obtain an official passport and up to three weeks for each visa once all completed applications are submitted by the traveler to the INT Passports and Visas Division. Any completed applications submitted less than 45 days before departure for an official passport and/or less than three weeks for each visa will need to be accompanied by a justification memo provided to the Director of the Office of International Affairs (INT), explaining the urgency of the pending travel. Even with this memo, please be advised that it might not be possible to process the official passport and/or visa for the traveler in the timeframe they seek.
The INT Passport and Visa Division recognizes there may be instances where DOI employees may need to temporarily store their official passport in their own office according to safekeeping protocols. In order to do this DOI employees must meet the following conditions: the DOI employee must be traveling three (3) or more times in a 6-9 month period with a 24 to 48 hour notice, the DOI employee must provide an approved TA and/or fully signed DI-1175 for each trip taken and fill out the Official Passport, Visa and Notification for all Travel Request Form. For those DOI employees who wish to obtain such permission, please contact the Passport and Visa Division at 202-208-5292 to discuss the need for implementing a safe keeping memo and then complete the online Passport Safekeeping Memo for approval.
For each official trip, an approved Travel Authorization (or DI-1175) must be provided as soon as possible to the Passport and Visa Division prior to travel departure. This documentation will be added to the employee's file folder.
When not in use for official travel, the official passport must always be securely stored in either a locked fireproof file cabinet or in a fireproof safe located in a locked Department or Bureau office. Once the period of frequent or emergency foreign travel has been completed, the employee must return the official passport to the INT Passport and Visa Division within two weeks.
If you are transitioning out of DOI, whether it’s retiring or leaving to go somewhere else, it’s required that our office sign off on your exit clearance verifying if an official passport was issued and returned. Please note that you must return your passport to our office for processing by the State Department. If you are leaving the government we will seek to have it returned as a memento (please provide us with a forwarding address and phone number). If you are going to another government agency please let us know so that we can have the State Department store your passport for that agency.
Please note that bureau employees must work with their bureau's International Office Travel Contacts to process all of the documents listed above according to their bureau's policy. Office of the Secretary and PMB Employees should contact the DOI Office of International Affairs (INT).
DOI employees traveling for the International Technical Assistance Program: The ITAP travel process of DOI employees is detailed here, and forms and instructions for ITAP travel can be found on DOI-ITAP's travel page.
All DOI employees must follow U.S. Government Regulations regarding foreign travel, which require the use of U.S. owned airlines to and from the continental U.S., regulate when different classes of travel are permitted, and define when layovers for travel are allowed.
All DOI employees are required to make foreign travel arrangements through the DOI-approved travel system. They cannot be arranged outside of the contracted providers nor paid for with a personal credit card. Use of the travel system will assure compliance with federal official travel regulations.
Note that country clearances, passports, and visas may take several weeks to process. Travelers should initiate necessary action as early as possible.
|BLM||Colin Strylowski, International Affairs Specialist||202-912-7257|
|BSEE||Julie Fleming, Acting Chief, Office of International Programs||703-787-1681|
|NPS||Rudy D'Alessandro, International Cooperation Specialist||202-354-1805|
|BOEM||Emily Lindow, Chief of Staff, Bureau of Ocean Energy Management||202-513-0825|
|USGS||Kevin Kunkel, Director of International Programs||703-648-6206|
|ONRR||Jennifer Goldblatt, Chief of Staff, Office of Natural Resources Revenue||202-513-0604|
|DOI Passports and Visas||Tiffany Cephas||202-208-5292|
To make an appointment for an in-person or phone consultation with our Passports and Visas Division please use the below icons. Alternatively, messages can be sent to staff via telephone at 202-208-5292.
For changes to this guidance, please contact Karen Senhadji. Updated March 2018.