DOE O 551.1D Chg 2 (Minor Revision), Official Foreign Travel

U.S. Department of Energy MINOR REVISION Washington, D.C. Chg 2 (Minor Revision): 8-9-2016 SUBJECT: MINOR REVISION TO DOE O 551.1D, OFFICIAL FOREIGN TRAVEL 1. EXPLANATION OF CHANGES. This minor revision removes the 2:1 ratio rule which conflicts with current leave policy; clarifies that travel for DOE must be on air carriers that are licensed by a foreign country with a Category 1 rating as determined by the FAA International Aviation Safety Assessment (IASA) Program, or countries that have achieved effective implementation of the International Civil Aviation Organization (ICAO) Safety Standards; reflects changes in Responsibilities between the Office of Management (MA) and the Office of the Chief Financial Officer (OCFO); replaces the requirement to input “actual” travel cost into the Foreign Travel Management System (FTMS) with “estimated” travel costs instead; modifies other administrative language for accuracy. 1. LOCATIONS OF CHANGES: Page Paragraph Changed To 3 4a(3) (1) Official foreign travel for DOE must be on DOE accepted air carriers unless an exemption is granted by the Responsible Program Secretarial Officer. (1) Official foreign travel for DOE must be on air carriers that are licensed by a foreign country with a Category 1 rating as determined by the Federal Aviation Administration (FAA) International Aviation Safety Assessment (IASA) Program, or, countries that have achieved effective implementation of the International Civil Aviation Organization (ICAO) Safety Standards unless an exemption is granted by the Responsible Program Secretarial Officer. DOE O 551.1D Page Paragraph Changed To 3 4a(4) (2) Personal leave in conjunction with official and work for others (WFO) travel may be granted on a two business days to one personal day (2:1) ratio, travel days to and from business location will be considered business days. (2) Personal leave in conjunction with official travel and travel to perform Strategic Partnership Projects (SPP) may be granted, when approved by the traveler’s supervisor in accordance with DOE O 322.1C, Pay and Leave Administration and Hours of Duty. Per diem or actual expenses during leave or non- workdays (weekend, legal Federal Government holiday, or other scheduled non-workdays), while on official travel may be reimbursed for Federal employees in accordance with the Federal Travel Regulation, Chapter 301, Part 301-11. 3 and 4 4b(3) (3) Travelers shall try to arrange their travel itinerary using air carriers on the DOE accepted air carriers list which is maintained in FTMS. If the air carrier is on the DOE-accepted air carrier list, the traveler shall enter the trip request in FTMS and proceed with the normal travel approval process. If the traveler is NOT able to select an accepted air carrier, then: (2) (3) If the traveler is NOT able to select an air carrier that is licensed by a country with adequate implementation of ICAO safety standards then: 3 and 4 4b(3)(b)- 4b(3)(d) (3) Deleted. 4 4b(4) Reordered to 4b(3)(b). Page Paragraph Changed To 4 4c(3) (3) Department of State requires that personnel embarking on foreign travel for 30 consecutive days or more must take the Serving Abroad for Families & Employees (S.A.F.E.) training. The S.A.F.E. training includes two courses, namely, “Security Overseas Seminar” and “Introduction to Working in an Embassy.” S.A.F.E. training is available at no cost at

https://ftms.doe.gov/SAFE_login .cfm. (3) Adhere to the Department of State’s training requirements for overseas travel. More information on required training may be found at http://www.state.gov/m/fsi/tc/se curitytraining/index.htm and https://fsitraining.state.gov/Ho me/Index/8. 4 4c(4) Deleted. 4 4c(5) Reordered to 4c(4). 4 4d(4)(a) Reordered to 4d(5). 4 and 5 4d(5)-4d(6) Reordered to 4d(6)-4d(7). 6 4g(3) (3) The traveler/travel arranger will provide the amount claimed for reimbursement, i.e. voucher, for lodging, meals and incidentals, and other costs, for each leg of the trip for entry into the FTMS. (3) The traveler/travel arranger will provide the estimated travel cost for reimbursement, into the FTMS. 7 5b b. Office of Management. (1) Maintains the Foreign Travel Management System (FTMS). (2) Acts as the primary point- of-contact with the Department of State on Department of Energy foreign travel matters and with full participation by the program element on all foreign travel matters specific to that program element. b. Office of the Chief Financial Officer. Maintains the Foreign Travel Management System (FTMS). https://fsitraining.state.gov/Home/Index/8 https://fsitraining.state.gov/Home/Index/8 Page Paragraph Changed To 8 5c(1)-5c(4) (1) Establishes administrative controls in the FTMS for Office of Aviation Management review of travel using air carriers not on the list of DOE accepted air carriers for federal staff only. (2) Maintains in FTMS an up- to-date list of DOE accepted air carriers; (3) Posts on the FTMS website the list of DOE accepted air carriers, and (4) Reviews and processes all requirements prior to placement upon travelers by Program Elements outside of the Order for merit and possible inclusion FTMS. (1) Maintains the contents of this Order. (2) Acts as the primary point-of- contact with the Department of State on Department of Energy foreign travel matters and with full participation by the program element on all foreign travel matters specific to that program element. (3) Maintains in FTMS up-to- date points of reference for the FAA IASA website and the ICAO Safety Audit Information website. (4) Reviews and processes Program and Staff offices internal travel guidance and requirements that are outside the provisions of this Order, for possible inclusion into the FTMS, prior to placement upon travelers by such Elements. 8 5d Deleted. 8-12 5e-5k Reordered to 5d-5j. 10 5f(8) Deleted. 10 5f(9)-5f(12) Reordered to 5e(8)-5e(11). 11 5h h. Office of Intelligence and Counterintelligence establishes procedures to review official foreign travel involving sensitive items, i.e. country, subject, interactions with sensitive country individuals. (Reordered) g. Office of Intelligence and Counterintelligence. Establishes procedures to review official foreign travel involving sensitive items, i.e. country, subject, interactions with sensitive country individuals. 11 5i(11) (11) Ensures that required documentation is submitted to closeout trip request in FTMS within 60 calendar days of return. (Reordered) h(11) Ensures that FTMS trip requests are closed out within 60 calendar days of return. 11 5i(12) Deleted. 11 5i(13) Reordered to 5h(12). Page Paragraph Changed To Attach ment 1, page 2 1g g. Ensure travelers are on DOE- accepted airline carriers. The site/facility will have responsibility to establish

procedures and policy involving the traveler for reviewing and making a determination as to the necessity to travel and the method of travel when an airline carrier is not on the DOE- accepted airline carrier list. The Office of Aviation Management will be available for consultation on airlines that are not on the DOE-accepted airline carriers. f. Ensure travelers are on airline carriers that are licensed by IASA Category 1 countries or those countries that have implemented ICAO Safety Standards. The site/facility will have responsibility have responsibility to establish procedures and policy involving the traveler for reviewing and making a determination as to the necessity to travel and the method of travel when an airline carrier is not licensed by a Category 1 country on FAA IASA Results list or a country that has not achieved adequate implementation of ICAO Safety Standards. Page Paragraph Changed To Attach ment 1, page 3 1n-1p o. Comply with Department of State requirements that personnel embarking on foreign travel for 30 consecutive days or more must take the Serving Abroad for Families & Employees (S.A.F.E.) training. The S.A.F.E. training includes two courses, namely, “Security Overseas Seminar” and “Introduction to Working in an Embassy.” p. S.A.F.E. training is available at no cost at https://ftms.doe.gov/SAFE_login .cfm. p. Comply with the Department of State requirement for those traveling to Iraq, Afghanistan, Pakistan, Yemen, and parts of Mexico (Tijuana, Nogales, Ciudad Juarez, Nuevo Laredo, Matamoros, and Monterrey) for more than 30 days or Sudan for more than 60 days as such travelers are required to take the Foreign Affairs Counter-Threat (FACT) Course through the Department of State on-site at the Department of State Foreign Service Institute, Washington, D.C. Due to political climates, the current list of countries may be adjusted by the Department of State. More information can be found at https://crs.state.gov/Pages/OT- 610.aspx n. Adhere to the Department of State’s training requirements for overseas travel. More information may be found at http://www.state.gov/m/fsi/tc/se curitytraining/index.htm and https://fsitraining.state.gov/Hom e/Index/8. Attach ment 1, page 3 1r Reordered to 1o. http://www.state.gov/m/fsi/tc/securitytraining/index.htm http://www.state.gov/m/fsi/tc/securitytraining/index.htm https://fsitraining.state.gov/Home/Index/8 https://fsitraining.state.gov/Home/Index/8 Page Paragraph Changed To Attach ment 1, page 3 1s r. Personal leave in conjunction with official and work for others (WFO) travel may be granted on a two business day to one personal day ratio (2:1), travel days to and from business location will be considered business days. Deleted. Attach ment 46 3a a. For each trip, contractors must submit required documentation to complete close out in FTMS within 60 calendar days after return to their duty station. a. For each trip, contractors must complete close out in FTMS within 60 calendar days after return to their duty station. 3b b. For each trip, contractors must provide all travel costs by leg of the trip, including but not limited to lodging and meal costs, for entry into FTMS. (Reordered to 3c.) For each trip, contractors must provide estimated travel costs, including but not limited to lodging and meal costs into FTMS. 3c Reordered to 3b. Attach ment 2, page 1

18 18. Open Skies Agreement, http://www.gsa.gov/portal/conten t/103191 Added. Attach ment 3 8 8. Personal leave. Leave that is considered non-workdays when travel expenses cannot be reimbursed. Deleted. http://www.gsa.gov/portal/content/103191 http://www.gsa.gov/portal/content/103191 AVAILABLE ONLINE AT: INITIATED BY: www.directives.doe.gov Office of Management DOE O 551.1D U.S. Department of Energy ORDER Washington, D.C. Approved: 4-2-2012 Chg 1 (Pg Chg): 8-13-2015 Chg 2 (Minor Revision): 8-9-2016 SUBJECT: OFFICIAL FOREIGN TRAVEL 1. OBJECTIVE. a. To establish Department of Energy (DOE) requirements and responsibilities governing official foreign travel by Federal and contractor employees. b. This Order is in addition to the Federal Travel Regulation Chapters 301 and 304, DOE O 552.1A, Travel Policy and Procedures, dated 2-17-06, and DOE M 552.1-1A, U.S. Department of Energy Travel Manual, dated 2-17-06. 2. CANCELLATION. This Order cancels DOE O 551.1C, Official Foreign Travel, dated 6-24-08. Cancellation of a directive does not, by itself, modify or otherwise affect any contractual obligation to comply with the directive. Contractor requirement documents (CRDs) that have been incorporated into or attached to a contract remain in effect until the contract is modified to either eliminate requirements that are no longer applicable or substitute a new set of requirements. 3. APPLICABILITY. a. All Departmental Elements. Except for the exclusion listed in paragraph 3c, this Order applies to all Departmental elements, including those created after the Order is issued. (Go to https://www.directives.doe.gov/pdfs/reftools/org-list.pdf for the current listing of Departmental elements.) The Administrator of the National Nuclear Security Administration (NNSA) will assure that NNSA employees and contractors comply with their respective responsibilities under this Order. Nothing in this Order will be construed to interfere with the NNSA Administrator’s authority under section 3212(d) of Public Law (P.L.) 106-65 to establish Administration specific policies, unless disapproved by the Secretary. b. DOE Contractors. (1) The Contractor Requirements Document (CRD), Attachment 1, sets forth requirements of this Order that will apply to site/facility management contracts that include the CRD. (2) The CRD must be included in all site/facility management contracts that contain the clause at Title 48 Code of Federal Regulations (CFR) 952.247.70 Foreign Travel. (3) This Order may not automatically apply to other than site/facility management contracts. Application of any requirements of this directive to http://www.directives.doe.gov/ http://www.directives.doe.gov/pdfs/reftools/org-list.pdf http://www.directives.doe.gov/pdfs/reftools/org-list.pdf http://www.directives.doe.gov/pdfs/reftools/org-list.pdf 2 DOE O 551.1D 4-2-2012 other than site/facility management contracts will be communicated separately from this Order through the inclusion of the CRD. (See paragraph 5, Responsibilities.) (4) The officials identified in the responsibilities paragraphs are responsible for notifying contracting officers of which site/facility management contracts are affected. Once notified, contracting officers are responsible for incorporating the CRD into affected site/facility management contracts through the laws, regulations, and DOE directives clause of the contracts. (5) As the laws, regulations, and DOE directives clause of site/facility

management contracts states, regardless of the performer of the work, site/facility management contractors with the CRD incorporated into their contracts are responsible for compliance with the requirements of the CRD. Affected site/facility management contractors are responsible for flowing down the requirements of the CRD to subcontractors at any tier to the extent necessary to ensure the site/facility management contractors’ compliance with the requirements. In doing so, the contractor shall not unnecessarily or imprudently flow down requirements to subcontracts. That is, the contractor shall both ensure that it and its subcontractors comply with the requirements of this CRD; and only incur costs that would be incurred by a prudent person in the conduct of competitive business. c. Exclusions. (1) In accordance with the responsibilities and authorities assigned by Executive Order 12344 (statutorily prescribed by Title 42 United States Code (U.S.C. 7158) and to ensure consistency throughout the joint Navy and DOE organization of the Naval Nuclear Propulsion Program, the Director of the Naval Nuclear Propulsion Program will implement and oversee all requirements and practices pertaining to this DOE Order for activities under the Director's cognizance. (2) This Order does not apply to grantees. 4. REQUIREMENTS. a. General. (1) Traveler must receive final DOE approval in the Foreign Travel Management System prior to traveling. Travel arrangements authorized without DOE approval and not recorded within FTMS are at the risk of the traveler and may not be reimbursable. (2) Individuals traveling abroad for DOE are expected to comply with applicable immunization requirements associated with the travel, unless a medical exception is granted. DOE O 551.1D 3 4-2-2012 (3) Official foreign travel for DOE must be on air carriers that are licensed by a foreign country with a Category 1 rating as determined by the Federal Aviation Administration (FAA) International Aviation Safety Assessment (IASA) Program, or, countries that have achieved effective implementation of the International Civil Aviation Organization (ICAO) Safety Standards unless an exemption is granted by the Responsible Program Secretarial Officer. (4) Personal leave in conjunction with official travel and travel to perform Strategic Partnership Projects (SPP) may be granted, when approved by the traveler’s supervisor in accordance with DOE O 322.1C, Pay and Leave Administration and Hours of Duty. Per diem or actual expenses during leave or non-workdays (weekend, legal Federal Government holiday, or other scheduled non-workdays), while on official travel may be reimbursed for Federal employees in accordance with the Federal Travel Regulation, Chapter 301, Part 301-11. b. Foreign Travel Management System. (1) The Foreign Travel Management System (FTMS) is the official Departmental system for tracking, monitoring, reporting, and securing approval of all foreign travel conducted by Federal and contractor employees. (2) All official foreign travel requests shall be entered in the FTMS. This documentation should be added at least 30 calendar days before the proposed departure date, unless exigent circumstances exist. The FTMS request must be approved prior to departure. (3) If the traveler is NOT able to select an air carrier that is licensed by a country with adequate implementation of ICAO safety standards then:

(a) The traveler shall enter the travel request in FTMS and include all planned air carriers that serve their proposed flight routes. (b) Final approval is not to be entered into FTMS until country clearance has been received and recorded in FTMS, as outlined in paragraph 4c. c. Host Country Clearance Requests. (1) U.S. Government (USG) policy requires that country clearances be obtained for official travel to a foreign country. Individuals traveling in an official capacity for DOE must request and receive a country clearance from the U.S. Embassy in the country to be visited. Verbal approval should be followed up by the U.S. Embassy via an email or fax to the requesting program element. 4 DOE O 551.1D 4-2-2012 (2) Requests for country clearance should be submitted as soon as possible to receive appropriate and timely clearance to enter that country. (3) Adhere to the Department of State’s training requirements for overseas travel. More information on required training may be found at http://www.state.gov/m/fsi/tc/securitytraining/index.htm and https://fsitraining.state.gov/Home/Index/8. (4) The Deputy Chief of Staff will notify the Office of Cabinet Affairs, the White House, of proposed travel by Secretarial Officers and the Secretary of Energy. d. Passports. (1) The Department will provide an official or diplomatic passport to U.S. citizens, at DOE expense for approved foreign travel to conduct official departmental business abroad. The acquisition of a diplomatic passport depends on the type of activities conducted by the traveler for USG. (2) All Federal employees who are U.S. citizens traveling to a foreign country on official business for DOE must obtain an official or diplomatic passport and, when required, appropriate official visas prior to leaving the United States. It is a “violation of sovereignty” for federal employees to use a tourist (personal) passport when traveling in an official capacity. It misrepresents the true purpose for which the traveler has entered the country. This can have a serious and adverse effect on our reciprocal relations with foreign countries and is strongly discouraged by the U.S. Department of State. (3) The DOE Office of Travel Management maintains Departmental responsibility for the management and accountability of all DOE official and diplomatic passports. (4) When the official and/or diplomatic passport is not in use the traveler has the responsibility to safeguard their own passports. (5) Prior to receipt of a passport, each traveler or person with authorization for pickup must sign and date the record of release maintained in the Office of Travel Management. If a field traveler does not have a local contact that would pick up and forward the passport to the traveler, the Office of Travel Management will overnight mail the traveler’s passport to the traveler and sign and date the record of release and note the shipping account number used to forward the passport. (6) DOE emergency response teams or designated personnel including personnel required to cross an international border to conduct business on https://fsitraining.state.gov/Home/Index/8 DOE O 551.1D 5 4-2-2012 a daily or short notice basis must provide protocol for the maintenance and protection of their official/diplomatic passports. (7) Employees must turn in their Official and/or Diplomatic passport to the Office of Travel Management when there is a change in employment

status, such as a transfers to other agencies, resignation, or retirement. e. Review Procedures. (1) Each organization must have an approval process for official foreign travel. FTMS will issue notification of travel to the appropriate security and program officials (i.e., Office of Intelligence and Counterintelligence, Office of Headquarters Security Operations, and Office of Defense Nuclear Nonproliferation) to ensure review for compliance with U.S. and DOE official security policies and guidance. (2) Final approval for official foreign travel conducted by federal employees can be granted only by the Responsible Program Secretarial Officer or Under Secretary and Administrator, NNSA or their designee that is funding the official foreign travel, or if there is no DOE funding, the official having programmatic responsibilities associated with the official foreign travel. (3) Substantial changes listed below will require reapproval: (a) addition of one or more countries in the trip request, and (b) change in trip sensitivity from nonsensitive to sensitive. f. Counterintelligence Briefings. All Federal employees traveling to sensitive countries, and/or interacting with sensitive country foreign nationals regardless of destination country, will be provided appropriate prebriefings and debriefings by and at the discretion of the Office of Intelligence and Counterintelligence. g. Trip Closeout. (1) The Responsible Program Secretarial Officer or Deputy Administrator, NNSA, is responsible for determining trip report requirements by the traveler upon completion of travel, where appropriate, after return to duty station, with the exception of advance and security personnel supporting travel by the Secretary, the Deputy Secretary, or an Under Secretary. (2) Classified information shall NOT be included in trip reports. If a Program Element requires a trip report outside of FTMS for a trip that concerns a classified subject area, the report must be reviewed by a derivative classifier to ensure that it contains no classified or controlled unclassified information, in accordance with DOE O 475.2, “Identifying Classified Information,” or its successors as well as applicable regulations and 6 DOE O 551.1D 4-2-2012 directives for Official Use Only and Unclassified Controlled Nuclear Information. (3) The traveler/travel arranger will provide the estimated travel cost for reimbursement, into the FTMS. (4) All trip requests should be closed out in FTMS within 60 calendar days of traveler’s return date. h. Travel by the Office of the Secretary of Energy and Program Secretarial Officers. (1) For the purposes of this Order, the Chief of Staff (COS) to the Secretary or designee serves as head of the organization and in that capacity, approves and authorizes travel for the Office of the Secretary and all officials who report directly to the Secretary. (2) After authorizing travel for the Secretary, the COS must approve a draft budget for the trip and forward it to the Office of Management. Only the COS or his/her designee may authorize trip expenditures. No expenses in excess of the approved mission budget can be incurred without prior approval from the COS or his/her designee. (3) The COS reviews and approves all participation in Secretarial travel, including that of DOE employees, contractors, representatives from other agencies, and private sector participants. (4) Due to the unique nature of travel by the Secretary, Deputy Secretary, or

Under Secretaries, trip reports, where appropriate, for their travel will be maintained by the Executive Secretary. i. Security. (1) Each organization will have access to official foreign travel data under its cognizance in FTMS. The Office of the Secretary, Office of Management, and Office of Intelligence and Counterintelligence will have access to all FTMS data. (2) Access to FTMS information on travel of the Secretary, Deputy Secretary, and Under Secretaries, members of their staffs, and security personnel directly supporting them will be limited to the Office of the Secretary, the Office of Management, and the designated Agency ethics official. The Office of Management may distribute this information only with the authorization of the Office of the Secretary. (3) Disclosure of information contained within FTMS, except for the purpose of obtaining country clearance, is prohibited unless approved by the Office of the Secretary. Reports for disclosure outside DOE will be prepared by or coordinated with the Office of Management for review and approval by DOE O 551.1D 7 4-2-2012 the Office of the Secretary. The Office of Management will coordinate and develop approval procedures with the Office of the Secretary to meet its approval requirements. (4) Nothing in this Order will preclude access to FTMS information by Federal law enforcement agencies. Disclosures pursuant to the Freedom of Information Act and the Privacy Act will be in accordance with applicable Departmental regulations and directives, including classification review requirements for public release found in DOE O 475.2A, “Identifying Classified Information,” and its successors. When appropriate, the Deputy Chief of Staff will be notified before disclosures to Federal law enforcement agencies or pursuant to the Freedom of Information Act and Privacy Act. (5) Office of Intelligence and Counterintelligence should establish procedures to review official foreign travel involving interactions with sensitive country individuals. j. Private Sector Participation. (1) Private sector participants may accompany travelers when their participation is consistent with the goals of travel. (2) Mission-specific, objective criteria for selecting participants from the private sector must be approved by the head of the organization before such participation is invited in accordance with 10 CFR 1060.101. Final approval for foreign travel by a private sector participant must be submitted to the Secretary, Deputy Secretary, or the responsible Under Secretary. 5. RESPONSIBILITIES. a. Deputy Chief of Staff to the Secretary. Represents the Office of the Secretary to implement the requirements set forth in paragraph 4h of this Order, as appropriate. b. Office of the Chief Financial Officer. Maintains the Foreign Travel Management System (FTMS). c. Office of Travel Management. (1) Maintains the contents of this Order. (2) Acts as the primary point-of-contact with the Department of State on Department of Energy foreign travel matters and with full participation by the program element on all foreign travel matters specific to that program element. 8 DOE O 551.1D 4-2-2012 (3) Maintains in FTMS up-to-date points of reference for the FAA IASA website and the ICAO Safety Audit Information website. (4) Reviews and processes Program and Staff offices internal travel guidance and requirements that are outside the provisions of this Order, for possible inclusion into the FTMS, prior to placement upon travelers by such

Elements. d. Head of Traveler’s Organization. (1) Ensures compliance with: (a) programmatic requirements for travel, security issues, and effective use of resources; (b) requirements governing conference management, adequacy of funding, and non-Federal source travel; (c) U.S. national security, counterintelligence, and nonproliferation policies for travel to countries on the Sensitive Countries List or involving sensitive subjects; (d) U.S. export control laws and regulations; and (e) procedures established by the Office of Defense Nuclear Nonproliferation for reviewing official foreign travel to countries on the list of state sponsors of terrorism maintained by the Department of State. (2) Ensures that travel requests are entered into FTMS 30 calendar days prior to departure to comply with all requirements for review, approval, and country clearance unless exigent circumstances exist. (3) Ensures that official/diplomatic passports are obtained for official travel. (4) May request that an official passport be provided to contractor personnel who engage in frequent travel for the Department of Energy. The Department of State will determine whether an official or diplomatic passport must be issued. (5) Ensures that, prior to approving official foreign travel, consideration has been given to employee safety regarding travel including airline carriers and short-term medical and evacuation coverage to all countries. (6) May grant or delegate approval and oversight of all official foreign travel under their purview. DOE O 551.1D 9 4-2-2012 (7) Ensures closeout of trip requests in the FTMS within 60 calendar days of traveler’s return date. e. Responsible Program Secretarial Officer. A term used by the DOE foreign travel community and in this Order to describe the approving Secretarial Officer or NNSA Deputy Administrator that is funding or has programmatic interest in the trip. (1) Ensures implementation of the requirements of this Order in facilities under his/her cognizance. (2) Instructs Field Element Managers to notify affected site/facility management contracting officers to incorporate the Contractor Requirements Document (CRD) of this Order into contracts. Ensures that procurement requests for new non-site/facility-management contracts require inclusion of the CRD of this Order in the resulting contracts, if appropriate. (3) Develops and issues instructions for implementing this Order to organizations under his/her programmatic cognizance. Instructions for implementation are not to supersede this Order but provide additional program guidance to the travelers to accomplish the specific program element’s missions and goals. (4) Coordinates any additional requirements outside of this Order through the Office of Travel Management. (5) Ensures that country clearance requirements are met and appropriately conveyed to the traveler. (6) Ensures that appropriate country clearances have been granted before official foreign travel can begin. (7) Ensures that official/diplomatic passports are obtained for official travel. (8) Communicates with the traveler/travel arranger as to when an approval decision will be forthcoming. (9) Grants or delegates the granting of final approval of official foreign travel funded by the program element under his/her cognizance, or if there is no DOE funding, having programmatic responsibilities associated with the requested travel. (10) Establishes requirements for trip reports.

(11) Ensures completion of foreign travel closeout in FTMS within 60 calendar days of traveler’s return. 10 DOE O 551.1D 4-2-2012 f. Contracting Officers. (1) After notification by the appropriate program official, incorporate the CRD into affected site/facility management contracts in accordance with the laws, regulations and DOE Directives clause of the contracts. (2) Assist procurement request originators who want to incorporate the requirements of the CRD of this Order in new non-site/facility management contracts, as appropriate. g. Office of Intelligence and Counterintelligence. Establishes procedures to review official foreign travel involving sensitive items, i.e. country, subject, interactions with sensitive country individuals. h. Federal Traveler. (1) Reviews and becomes familiar with appropriate Federal travel regulations, DOE policies, orders, and guidance related to official foreign travel and aviation safety. (2) Provides the required information for entry and approval in FTMS and provides required country clearance information in sufficient time to permit approval by the appropriate programmatic elements and to obtain clearance, as required, from the U.S. Embassy in the country to be visited. (3) Provides a copy of the appropriate paperwork, i.e. granted country clearance, letter of invitation, to his/her program element when traveling for another organization. (4) Receives country clearance, as required, from the U.S. Embassy in the country to be visited, through the Responsible Program Secretarial Office or Deputy Administrator, NNSA, before travel begins. (5) Ensures that official/diplomatic passports are obtained for official travel. (6) Ensures that visas, when required, are obtained for official travel. (7) Checks with their Medical Support Staffs to ensure awareness of safety and health issues of the country to be visited. (8) Discusses, with appropriate management, safety concerns related to upcoming or past travel. (9) Declines travel if there is a concern about their personal safety. (10) Ensures that information is submitted to update the FTMS when official foreign travel requests were entered and subsequently canceled or disapproved. DOE O 551.1D 11 (and 12) 4-2-2012 (11) Ensures that FTMS trip requests are closed out within 60 calendar days of return. (12) Ensures that information as to conference attendance, including but not limited to agenda and presentation, are attached to trip request in FTMS. i. Emergency Response Personnel. Provide briefings to appropriate offices/officials as requested upon return from emergency response activities travel. j. Office of Scheduling and Advance. Manages all Secretarial travel logistics. 6. CONTACT. Questions concerning this Order should be directed to the Office of Management, 202-586-4048. BY ORDER OF THE SECRETARY OF ENERGY: ELIZABETH SHERWOOD-RANDALL Deputy Secretary DOE O 551.1D Attachment 1 4-2-2012 Page 1 CONTRACTOR REQUIREMENTS DOCUMENT DOE O 551.1D, OFFICIAL FOREIGN TRAVEL Regardless of the performer of the work, the contractor is responsible for compliance with the requirements of this Contractor Requirements Document (CRD). The contractor is responsible for flowing down the requirements of this CRD to subcontracts at any tier to the extent necessary to ensure the contractor’s compliance with the requirements. This CRD establishes the requirements for Department of Energy (DOE) contractors.

Disclosure of information contained in the Foreign Travel Management System (FTMS), except for the purpose of obtaining country clearance, is prohibited unless approved by the Office of the Secretary. Foreign travel information may also be classified or unclassified controlled information and subject to the protections applicable to the corresponding category of information. In addition to the requirements in this CRD, contractors are subject to the information set forth in Attachments 2 and 3 to DOE O 551.1D. 1. In preparing for or performing official foreign travel, contractors must comply with the following requirements. a. Review, approve, and oversee all foreign travel under their purview. b. Establish appropriate internal controls to ensure accountability within their organizations. c. Laboratory and other facility site contractors are delegated the authority to approve foreign travel at the site/facility. This authority will enable the site/facility to purchase airline tickets in a more timely manner with potential cost savings to the site/facility. The Responsible Program Secretarial Officer or Deputy Administrator, NNSA, will have five (5) business days from the date of the site/facility approval to review the travel and disapprove, if necessary. In addition, the Responsible Program Secretarial Officer or Deputy Administrator, NNSA, may request clarification or justification of costs at any point in the process as part of financial due diligence of appropriated funds. If a Contractor fails to meet the requirements set forth in the CRD, including specifically that of securing granted country clearance prior to departure, the corresponding laboratory/site may have its delegation of authority revoked. d. Ensure that official or diplomatic passport requests are submitted to the Responsible Program Secretarial Officer or Deputy Administrator, NNSA for review, approval, and submission to the Department of State. The Department of State does not require contractors to obtain an official passport when conducting USG business, but the Program Office may decide that based on the contractor’s mission that it would be beneficial for the contractor to have an official passport and request the Department of State to issue an official passport. The Department of State will determine whether an official or diplomatic passport is warranted. If an official or diplomatic passport has been issued to the contractor, then the Attachment 1 DOE O 551.1D Page 2 4-2-2012 contractor must only travel on the official or diplomatic passport (except in cases where the USG does not have diplomatic relations with another country). e. Coordinate the review of official foreign travel as necessary with DOE officials responsible for export control and technology concerns and with DOE officials responsible for intelligence, counterintelligence and security when the traveler has an SCI clearance or the trip is for official DOE business. f. Ensure travelers are on airline carriers that are licensed by IASA Category 1 countries or those countries that have implemented ICAO Safety Standards. The site/facility will have responsibility have responsibility to establish procedures and policy involving the traveler for reviewing and making a determination as to the necessity to travel and the method of travel when an airline carrier is not licensed by a Category 1 country on FAA IASA Results list or a country that has

not achieved adequate implementation of ICAO Safety Standards. g. Consult with export licensing officials at the Department of Commerce, State, Energy and Treasury, and the Nuclear Regulatory Commission, as appropriate, to ensure compliance with U.S. export laws and regulations applying to specific foreign travel requests. h. Comply with the following requirements for obtaining country clearance. (1) Provide sufficient information for the Responsible Program Secretarial Officer or Deputy Administrator, NNSA, to provide notification to the U.S. Embassy in the country to be visited. (2) Receive country clearance from the U.S. Embassy in the country to be visited before the start of the travel. i. Comply with pre-briefings, as appropriate, prior to the start of official foreign travel and provide debriefings, as appropriate, upon return by and at the discretion of the Office of Intelligence and Counterintelligence when travel is to a sensitive country, and/or interacting with sensitive country foreign nationals regardless of destination country, regardless of whether the traveler holds a security clearance. j. Coordinate with emergency response personnel to provide briefings to appropriate offices/officials as requested upon return from travel. k. Consider the travel risk and employee safety regarding travel including airline carriers and short-term medical and evacuation coverage to all countries. l. Check with Medical Health Support Services to ensure awareness of safety and health issues of the country to be visited. m. Ensure that visas, when required, are obtained for official travel. DOE O 551.1D Attachment 1 4-2-2012 Page 3 (and Page 4) n. Adhere to the Department of State’s training requirements for overseas travel. More information may be found at http://www.state.gov/m/fsi/tc/securitytraining/index.htm and https://fsitraining.state.gov/Home/Index/8. o. Ensure that when traveling for an organization other than DOE or the contractor, a copy of the appropriate paperwork is provided to his/her Responsible Program Secretarial Officer, i.e. granted country clearance, letter of invitation. 2. In controlling official foreign travel, contractors must comply with the following requirements. a. Utilize FTMS as the official Departmental system for tracking, monitoring, reporting, and securing approval of all foreign travel conducted by contractor employees. Trip information and approvals shall be entered into FTMS by contractors with appropriate authorities. b. All official foreign travel requests shall be entered in the FTMS. This documentation should be added at least 30 calendar days before the proposed departure date, unless exigent circumstances exist. The FTMS request must be approved prior to departure. c. Ensure that foreign travel does not begin unless all required approvals have been finalized. d. Substantial changes listed below will require reapproval: (1) addition of one or more countries in the trip request, and (2) change in trip sensitivity from nonsensitive to sensitive. e. Ensure for those attending conferences that conference agendas and presentations, where applicable, are uploaded into FTMS. f. Perform periodic self-assessment of implementation of requirements contained in this CRD. 3. Contractors must comply with the following trip closeout requirements. a. For each trip, contractors must complete close out in FTMS within 60 calendar days after return to their duty station.

b. Classified information is NOT to be included in trip reports. If the trip concerns a classified subject area, a review of the report by a derivative classifier is required to ensure it contains no classified information. c. For each trip, contractors must provide estimated travel costs, including but not limited to lodging and meal costs into FTMS. http://www.state.gov/m/fsi/tc/securitytraining/index.htm https://fsitraining.state.gov/Home/Index/8 DOE O 551.1D Attachment 2 4-2-2012 Page 1 (and Page 2) REFERENCES 1. Title 41 Code of Federal Regulations (CFR), Chapter 301, Federal Travel Regulations, Temporary Duty (TDY) Travel Allowances 2. 41 CFR, Chapter 304, Federal Travel Regulations, Payment from a Non-Federal Source for Travel Expenses. 3. DOE O 552.1A, Travel Policy and Procedures, dated 2-17-06. 4. DOE M 552.1-1A, U.S. Department of Energy Travel Manual, dated 2-17-06. 5. Chapter 925 Per Diem Supplement to the Department of State’s Standardized Regulation (Government Civilian Foreign Areas) 6. Presidential Decision Directive 12, Security Awareness and Reporting of Foreign Contacts, dated 8-5-93. 7. DOE O 475.1, Counterintelligence Program, dated 12-10-04. 8. Implementation regulations at 10 CFR 1060.101, Persons who may be paid. 9. 5 U.S.C. 5703 “Per Diem Travel and Transportation Expenses” (see 10 CFR Part 1060, 10. Payment of Travel Expenses of Persons Who Are Not Government Employees.). 11. DOE Handbook on Overseas Assignments, dated March 2011. 12. Executive Order 13589 “Promoting Efficient Spending,” effective 11-9-11. 13. DOE O 475.2A, Identifying Classified Information, dated 2-1-11. 14. DOE O 471.3, Identification and Protecting Official Use Only Information, dated 8-9-03. 15. DOE M 471.3-1, Manual for Identifying and Protecting Official Use Only Information, dated 4-9-03. 16. Title 10 Code of Federal Regulations Part 1017, Identification and Protection of Unclassified Controlled Nuclear Information; 17. DOE O 471.1B, Identification and Protection of Unclassified Controlled Nuclear Information, dated 3-1-10. 18. Open Skies Agreement, http://www.gsa.gov/portal/content/103191 http://www.gsa.gov/portal/content/103191 DOE O 551.1D Attachment 3 4-2-2012 Page 1 DEFINITIONS 1. Budget and reporting (B&R) codes. Those used to reflect the Departmental source of funding for a trip. 2. Classified information. Restricted Data or Formerly Restricted Data as defined by the Atomic Energy Act or 10 CFR part 1045; TFNI Classified by the Atomic Energy Act; and NSI classified by E.O. 13526 or prior Executive orders. 3. Country clearance. Notification from the U.S. Embassy of the country to be visited that a request to travel to that country has been approved. Some U.S. Embassies from time to time will agree (with appropriate language in the cable) that clearance may be assumed. 4. Emergency response. The national technical capability to respond to radiological and nuclear incidents and accidents within the United States and abroad. This capability typically supports the Department of Energy, Department of Defense, Department of State, Federal Bureau of Investigation, and other Government agencies. 5. Foreign Travel Management System (FTMS). The official Departmental system for tracking, monitoring, reporting and securing approval of all foreign travel conducted by Federal and contractor employees. Trip information and approvals are entered into FTMS by users with appropriate authorities.

6. Head of Traveler’s Organization. The top official for the organization in which the traveler is employed. For a Federal employee, the responsible Assistant Secretary or equivalent; for a contractor employee, the head of the contractor organization. 7. Official foreign travel. Approved travel (whether wholly or partly on official business) from the United States (including Alaska, Hawaii, the Commonwealths of Puerto Rico and the Northern Mariana Islands, and the territories and possessions of the United States) to a foreign country and return or travel between foreign countries by persons, including foreign nationals, whose salaries or travel expenses or both will ultimately be funded in whole or in part by DOE from its appropriations. Official foreign travel also includes travel funded by non-DOE (work for others) for which the traveler represents the Department or conducts business on behalf of the U.S. Government. 8. Responsible Program Secretarial Officer (or Deputy Administrator, NNSA). Not necessarily a program officer, this is the senior DOE Headquarters official whose office will fund the requested travel or, if there is no DOE funding, the Federal official having responsibilities associated with the purpose of the requested travel. For Federal employees, this may be the same person as the head of the traveler’s organization. 9. Sensitive country. A country to which particular consideration is given for policy reasons. Countries may appear on the sensitive country list for reasons of national security, nuclear nonproliferation, regional instability, threat to national economic security, or terrorism support. The Office of Intelligence and Counterintelligence maintains the list. Attachment 3 DOE O 551.1D Page 2 4-2-2012 10. Sensitive subjects. Unclassified subjects/topics identified in existing Federal regulations governing export control as well as those identified by the Department as unique to its work, which involve information, activities, and/or technologies that are relevant to national security.

SUBJECT: MINOR REVISION TO DOE O 551.1D, OFFICIAL FOREIGN TRAVEL 1. EXPLANATION OF CHANGES. 1. LOCATIONS OF CHANGES: SUBJECT: OFFICIAL FOREIGN TRAVEL 1. OBJECTIVE. a. To establish Department of Energy (DOE) requirements and responsibilities governing official foreign travel by Federal and contractor employees. b. This Order is in addition to the Federal Travel Regulation Chapters 301 and 304, DOE O 552.1A, Travel Policy and Procedures, dated 2-17-06, and DOE M 552.1-1A, U.S. Department of Energy Travel Manual, dated 2-17-06. 2. CANCELLATION. This Order cancels DOE O 551.1C, Official Foreign Travel, dated 6-24-08. Cancellation of a directive does not, by itself, modify or otherwise affect any contractual obligation to comply with the directive. Contractor requirement documents (CRDs) that have been incorporated into or attached to a contract remain in effect until the contract is modified to either eliminate requirements that are no longer applicable or substitute a new set of requirements. 3. APPLICABILITY. a. All Departmental Elements. Except for the exclusion listed in paragraph 3c, this Order applies to all Departmental elements, including those created after the Order is issued. (Go to b. DOE Contractors. (1) The Contractor Requirements Document (CRD), Attachment 1, sets forth requirements of this Order that will apply to site/facility management contracts that include the CRD. (2) The CRD must be included in all site/facility management contracts that contain the clause at Title 48 Code of Federal Regulations (CFR) 952.247.70 Foreign Travel. (3) This Order may not automatically apply to other than site/facility management contracts. Application of any requirements of this directive to other than site/facility management contracts will be communicated separately from this Order through the inclusion of the CRD. (See paragraph 5, Responsibilities.) (4) The officials identified in the responsibilities paragraphs are responsible for notifying contracting officers of which site/facility management contracts are affected. Once notified, contracting officers are responsible for incorporating the CRD into affected site/facility management contracts through the laws, regulations, and DOE directives clause of the contracts. (5) As the laws, regulations, and DOE directives clause of site/facility management contracts states, regardless of the performer of the work, site/facility management contractors with the CRD incorporated into their contracts are responsible for compliance with the requirements of the CRD. Affected site/facility management contractors are responsible for flowing down the requirements of the CRD to subcontractors at any tier to the extent necessary to ensure the site/facility management contractors’ complia c. Exclusions. (1) In accordance with the responsibilities and authorities assigned by Executive Order 12344 (statutorily prescribed by Title 42 United States Code (U.S.C. 7158) and to ensure consistency throughout the joint Navy and DOE organization of the Naval Nuclear Propulsion Program, the Director of the Naval Nuclear Propulsion Program will implement and oversee all requirements and practices pertaining to this DOE Order for activities under the Director's cognizance. (2) This Order does not apply to grantees. 4. REQUIREMENTS. a. General. (1) Traveler must receive final DOE approval in the Foreign Travel Management System prior to traveling. Travel arrangements authorized without DOE approval and not recorded within FTMS are at the risk of the traveler and may not be reimbursable.

(2) Individuals traveling abroad for DOE are expected to comply with applicable immunization requirements associated with the travel, unless a medical exception is granted. (3) Official foreign travel for DOE must be on air carriers that are licensed by a foreign country with a Category 1 rating as determined by the Federal Aviation Administration (FAA) International Aviation Safety Assessment (IASA) Program, or, countries that have achieved effective implementation of the International Civil Aviation Organization (ICAO) Safety Standards unless an exemption is granted by the Responsible Program Secretarial Officer. (4) Personal leave in conjunction with official travel and travel to perform Strategic Partnership Projects (SPP) may be granted, when approved by the traveler’s supervisor in accordance with DOE O 322.1C, Pay and Leave Administration and Hours of Duty. Per diem or actual expenses during leave or non-workdays (weekend, legal Federal Government holiday, or other scheduled non-workdays), while on official travel may be reimbursed for Federal employees in accordance with the Federal Travel Regulation, Chapter b. Foreign Travel Management System. (1) The Foreign Travel Management System (FTMS) is the official Departmental system for tracking, monitoring, reporting, and securing approval of all foreign travel conducted by Federal and contractor employees. (2) All official foreign travel requests shall be entered in the FTMS. This documentation should be added at least 30 calendar days before the proposed departure date, unless exigent circumstances exist. The FTMS request must be approved prior to departure. (3) If the traveler is NOT able to select an air carrier that is licensed by a country with adequate implementation of ICAO safety standards then: (a) The traveler shall enter the travel request in FTMS and include all planned air carriers that serve their proposed flight routes. (b) Final approval is not to be entered into FTMS until country clearance has been received and recorded in FTMS, as outlined in paragraph 4c. c. Host Country Clearance Requests. (1) U.S. Government (USG) policy requires that country clearances be obtained for official travel to a foreign country. Individuals traveling in an official capacity for DOE must request and receive a country clearance from the U.S. Embassy in the country to be visited. Verbal approval should be followed up by the U.S. Embassy via an email or fax to the requesting program element. (2) Requests for country clearance should be submitted as soon as possible to receive appropriate and timely clearance to enter that country. (3) Adhere to the Department of State’s training requirements for overseas travel. More information on required training may be found at http://www.state.gov/m/fsi/tc/securitytraining/index.htm and (4) The Deputy Chief of Staff will notify the Office of Cabinet Affairs, the White House, of proposed travel by Secretarial Officers and the Secretary of Energy. d. Passports. (1) The Department will provide an official or diplomatic passport to U.S. citizens, at DOE expense for approved foreign travel to conduct official departmental business abroad. The acquisition of a diplomatic passport depends on the type of activities conducted by the traveler for USG.

(2) All Federal employees who are U.S. citizens traveling to a foreign country on official business for DOE must obtain an official or diplomatic passport and, when required, appropriate official visas prior to leaving the United States. It is a “violation of sovereignty” for federal employees to use a tourist (personal) passport when traveling in an official capacity. It misrepresents the true purpose for which the traveler has entered the country. This can have a serious and adverse effect on our reciproc (3) The DOE Office of Travel Management maintains Departmental responsibility for the management and accountability of all DOE official and diplomatic passports. (4) When the official and/or diplomatic passport is not in use the traveler has the responsibility to safeguard their own passports. (5) Prior to receipt of a passport, each traveler or person with authorization for pickup must sign and date the record of release maintained in the Office of Travel Management. If a field traveler does not have a local contact that would pick up and forward the passport to the traveler, the Office of Travel Management will overnight mail the traveler’s passport to the traveler and sign and date the record of release and note the shipping account number used to forward the passport. (6) DOE emergency response teams or designated personnel including personnel required to cross an international border to conduct business on a daily or short notice basis must provide protocol for the maintenance and protection of their official/diplomatic passports. (7) Employees must turn in their Official and/or Diplomatic passport to the Office of Travel Management when there is a change in employment status, such as a transfers to other agencies, resignation, or retirement. e. Review Procedures. (1) Each organization must have an approval process for official foreign travel. FTMS will issue notification of travel to the appropriate security and program officials (i.e., Office of Intelligence and Counterintelligence, Office of Headquarters Security Operations, and Office of Defense Nuclear Nonproliferation) to ensure review for compliance with U.S. and DOE official security policies and guidance. (2) Final approval for official foreign travel conducted by federal employees can be granted only by the Responsible Program Secretarial Officer or Under Secretary and Administrator, NNSA or their designee that is funding the official foreign travel, or if there is no DOE funding, the official having programmatic responsibilities associated with the official foreign travel. (3) Substantial changes listed below will require reapproval: (a) addition of one or more countries in the trip request, and (b) change in trip sensitivity from nonsensitive to sensitive. f. Counterintelligence Briefings. All Federal employees traveling to sensitive countries, and/or interacting with sensitive country foreign nationals regardless of destination country, will be provided appropriate prebriefings and debriefings by and at the discretion of the Office of Intelligence and Counterintelligence. g. Trip Closeout. (1) The Responsible Program Secretarial Officer or Deputy Administrator, NNSA, is responsible for determining trip report requirements by the traveler upon completion of travel, where appropriate, after return to duty station, with the exception of advance and security personnel supporting travel by the Secretary, the Deputy Secretary, or an Under Secretary.

(2) Classified information shall NOT be included in trip reports. If a Program Element requires a trip report outside of FTMS for a trip that concerns a classified subject area, the report must be reviewed by a derivative classifier to ensure that it contains no classified or controlled unclassified information, in accordance with DOE O 475.2, “Identifying Classified Information,” or its successors as well as applicable regulations and directives for Official Use Only and Unclassified Controlled Nuclear Information. (3) The traveler/travel arranger will provide the estimated travel cost for reimbursement, into the FTMS. (4) All trip requests should be closed out in FTMS within 60 calendar days of traveler’s return date. h. Travel by the Office of the Secretary of Energy and Program Secretarial Officers. (1) For the purposes of this Order, the Chief of Staff (COS) to the Secretary or designee serves as head of the organization and in that capacity, approves and authorizes travel for the Office of the Secretary and all officials who report directly to the Secretary. (2) After authorizing travel for the Secretary, the COS must approve a draft budget for the trip and forward it to the Office of Management. Only the COS or his/her designee may authorize trip expenditures. No expenses in excess of the approved mission budget can be incurred without prior approval from the COS or his/her designee. (3) The COS reviews and approves all participation in Secretarial travel, including that of DOE employees, contractors, representatives from other agencies, and private sector participants. (4) Due to the unique nature of travel by the Secretary, Deputy Secretary, or Under Secretaries, trip reports, where appropriate, for their travel will be maintained by the Executive Secretary. i. Security. (1) Each organization will have access to official foreign travel data under its cognizance in FTMS. The Office of the Secretary, Office of Management, and Office of Intelligence and Counterintelligence will have access to all FTMS data. (2) Access to FTMS information on travel of the Secretary, Deputy Secretary, and Under Secretaries, members of their staffs, and security personnel directly supporting them will be limited to the Office of the Secretary, the Office of Management, and the designated Agency ethics official. The Office of Management may distribute this information only with the authorization of the Office of the Secretary. (3) Disclosure of information contained within FTMS, except for the purpose of obtaining country clearance, is prohibited unless approved by the Office of the Secretary. Reports for disclosure outside DOE will be prepared by or coordinated with the Office of Management for review and approval by the Office of the Secretary. The Office of Management will coordinate and develop approval procedures with the Office of the Secretary to meet its approval requirements. (4) Nothing in this Order will preclude access to FTMS information by Federal law enforcement agencies. Disclosures pursuant to the Freedom of Information Act and the Privacy Act will be in accordance with applicable Departmental regulations and directives, including classification review requirements for public release found in DOE O 475.2A, “Identifying Classified Information,” and its successors. When appropriate, the Deputy Chief of Staff will be notified before disclosures to Federal law enforcement ag

(5) Office of Intelligence and Counterintelligence should establish procedures to review official foreign travel involving interactions with sensitive country individuals. j. Private Sector Participation. (1) Private sector participants may accompany travelers when their participation is consistent with the goals of travel. (2) Mission-specific, objective criteria for selecting participants from the private sector must be approved by the head of the organization before such participation is invited in accordance with 10 CFR 1060.101. Final approval for foreign travel by a private sector participant must be submitted to the Secretary, Deputy Secretary, or the responsible Under Secretary. 5. RESPONSIBILITIES. a. Deputy Chief of Staff to the Secretary. Represents the Office of the Secretary to implement the requirements set forth in paragraph 4h of this Order, as appropriate. b. Office of the Chief Financial Officer. Maintains the Foreign Travel Management System (FTMS). c. Office of Travel Management. (1) Maintains the contents of this Order. (2) Acts as the primary point-of-contact with the Department of State on Department of Energy foreign travel matters and with full participation by the program element on all foreign travel matters specific to that program element. (3) Maintains in FTMS up-to-date points of reference for the FAA IASA website and the ICAO Safety Audit Information website. (4) Reviews and processes Program and Staff offices internal travel guidance and requirements that are outside the provisions of this Order, for possible inclusion into the FTMS, prior to placement upon travelers by such Elements. d. Head of Traveler’s Organization. (1) Ensures compliance with: (a) programmatic requirements for travel, security issues, and effective use of resources; (b) requirements governing conference management, adequacy of funding, and non-Federal source travel; (c) U.S. national security, counterintelligence, and nonproliferation policies for travel to countries on the Sensitive Countries List or involving sensitive subjects; (d) U.S. export control laws and regulations; and (e) procedures established by the Office of Defense Nuclear Nonproliferation for reviewing official foreign travel to countries on the list of state sponsors of terrorism maintained by the Department of State. (2) Ensures that travel requests are entered into FTMS 30 calendar days prior to departure to comply with all requirements for review, approval, and country clearance unless exigent circumstances exist. (3) Ensures that official/diplomatic passports are obtained for official travel. (4) May request that an official passport be provided to contractor personnel who engage in frequent travel for the Department of Energy. The Department of State will determine whether an official or diplomatic passport must be issued. (5) Ensures that, prior to approving official foreign travel, consideration has been given to employee safety regarding travel including airline carriers and short-term medical and evacuation coverage to all countries. (6) May grant or delegate approval and oversight of all official foreign travel under their purview. (7) Ensures closeout of trip requests in the FTMS within 60 calendar days of traveler’s return date. e. Responsible Program Secretarial Officer. A term used by the DOE foreign travel community and in this Order to describe the approving Secretarial Officer or NNSA Deputy Administrator that is funding or has programmatic interest in the trip.

(1) Ensures implementation of the requirements of this Order in facilities under his/her cognizance. (2) Instructs Field Element Managers to notify affected site/facility management contracting officers to incorporate the Contractor Requirements Document (CRD) of this Order into contracts. Ensures that procurement requests for new non-site/facility-management contracts require inclusion of the CRD of this Order in the resulting contracts, if appropriate. (3) Develops and issues instructions for implementing this Order to organizations under his/her programmatic cognizance. Instructions for implementation are not to supersede this Order but provide additional program guidance to the travelers to accomplish the specific program element’s missions and goals. (4) Coordinates any additional requirements outside of this Order through the Office of Travel Management. (5) Ensures that country clearance requirements are met and appropriately conveyed to the traveler. (6) Ensures that appropriate country clearances have been granted before official foreign travel can begin. (7) Ensures that official/diplomatic passports are obtained for official travel. (8) Communicates with the traveler/travel arranger as to when an approval decision will be forthcoming. (9) Grants or delegates the granting of final approval of official foreign travel funded by the program element under his/her cognizance, or if there is no DOE funding, having programmatic responsibilities associated with the requested travel. (10) Establishes requirements for trip reports. (11) Ensures completion of foreign travel closeout in FTMS within 60 calendar days of traveler’s return. f. Contracting Officers. (1) After notification by the appropriate program official, incorporate the CRD into affected site/facility management contracts in accordance with the laws, regulations and DOE Directives clause of the contracts. (2) Assist procurement request originators who want to incorporate the requirements of the CRD of this Order in new non-site/facility management contracts, as appropriate. g. Office of Intelligence and Counterintelligence. Establishes procedures to review official foreign travel involving sensitive items, i.e. country, subject, interactions with sensitive country individuals. h. Federal Traveler. (1) Reviews and becomes familiar with appropriate Federal travel regulations, DOE policies, orders, and guidance related to official foreign travel and aviation safety. (2) Provides the required information for entry and approval in FTMS and provides required country clearance information in sufficient time to permit approval by the appropriate programmatic elements and to obtain clearance, as required, from the U.S. Embassy in the country to be visited. (3) Provides a copy of the appropriate paperwork, i.e. granted country clearance, letter of invitation, to his/her program element when traveling for another organization. (4) Receives country clearance, as required, from the U.S. Embassy in the country to be visited, through the Responsible Program Secretarial Office or Deputy Administrator, NNSA, before travel begins. (5) Ensures that official/diplomatic passports are obtained for official travel. (6) Ensures that visas, when required, are obtained for official travel. (7) Checks with their Medical Support Staffs to ensure awareness of safety and health issues of the country to be visited. (8) Discusses, with appropriate management, safety concerns related to upcoming or past travel.

(9) Declines travel if there is a concern about their personal safety. (10) Ensures that information is submitted to update the FTMS when official foreign travel requests were entered and subsequently canceled or disapproved. (11) Ensures that FTMS trip requests are closed out within 60 calendar days of return. (12) Ensures that information as to conference attendance, including but not limited to agenda and presentation, are attached to trip request in FTMS. i. Emergency Response Personnel. Provide briefings to appropriate offices/officials as requested upon return from emergency response activities travel. j. Office of Scheduling and Advance. Manages all Secretarial travel logistics. 6. CONTACT. Questions concerning this Order should be directed to the Office of Management, 202-586-4048. ATTACHMENT 1. CONTRACTOR REQUIREMENTS DOCUMENT 1. In preparing for or performing official foreign travel, contractors must comply with the following requirements. a. Review, approve, and oversee all foreign travel under their purview. b. Establish appropriate internal controls to ensure accountability within their organizations. c. Laboratory and other facility site contractors are delegated the authority to approve foreign travel at the site/facility. This authority will enable the site/facility to purchase airline tickets in a more timely manner with potential cost savings to the site/facility. The Responsible Program Secretarial Officer or Deputy Administrator, NNSA, will have five (5) business days from the date of the site/facility approval to review the travel and disapprove, if necessary. In addition, the Responsible Program d. Ensure that official or diplomatic passport requests are submitted to the Responsible Program Secretarial Officer or Deputy Administrator, NNSA for review, approval, and submission to the Department of State. The Department of State does not require contractors to obtain an official passport when conducting USG business, but the Program Office may decide that based on the contractor’s mission that it would be beneficial for the contractor to have an official passport and request the Department of State t contractor must only travel on the official or diplomatic passport (except in cases where the USG does not have diplomatic relations with another country). e. Coordinate the review of official foreign travel as necessary with DOE officials responsible for export control and technology concerns and with DOE officials responsible for intelligence, counterintelligence and security when the traveler has an SCI clearance or the trip is for official DOE business. f. Ensure travelers are on airline carriers that are licensed by IASA Category 1 countries or those countries that have implemented ICAO Safety Standards. The site/facility will have responsibility have responsibility to establish procedures and policy involving the traveler for reviewing and making a determination as to the necessity to travel and the method of travel when an airline carrier is not licensed by a Category 1 country on FAA IASA Results list or a country that has not achieved adequate impleme g. Consult with export licensing officials at the Department of Commerce, State, Energy and Treasury, and the Nuclear Regulatory Commission, as appropriate, to ensure compliance with U.S. export laws and regulations applying to specific foreign travel requests. h. Comply with the following requirements for obtaining country clearance.

(1) Provide sufficient information for the Responsible Program Secretarial Officer or Deputy Administrator, NNSA, to provide notification to the U.S. Embassy in the country to be visited. (2) Receive country clearance from the U.S. Embassy in the country to be visited before the start of the travel. i. Comply with pre-briefings, as appropriate, prior to the start of official foreign travel and provide debriefings, as appropriate, upon return by and at the discretion of the Office of Intelligence and Counterintelligence when travel is to a sensitive country, and/or interacting with sensitive country foreign nationals regardless of destination country, regardless of whether the traveler holds a security clearance. j. Coordinate with emergency response personnel to provide briefings to appropriate offices/officials as requested upon return from travel. k. Consider the travel risk and employee safety regarding travel including airline carriers and short-term medical and evacuation coverage to all countries. l. Check with Medical Health Support Services to ensure awareness of safety and health issues of the country to be visited. m. Ensure that visas, when required, are obtained for official travel. n. Adhere to the Department of State’s training requirements for overseas travel. More information may be found at o. Ensure that when traveling for an organization other than DOE or the contractor, a copy of the appropriate paperwork is provided to his/her Responsible Program Secretarial Officer, i.e. granted country clearance, letter of invitation. 2. In controlling official foreign travel, contractors must comply with the following requirements. a. Utilize FTMS as the official Departmental system for tracking, monitoring, reporting, and securing approval of all foreign travel conducted by contractor employees. Trip information and approvals shall be entered into FTMS by contractors with appropriate authorities. b. All official foreign travel requests shall be entered in the FTMS. This documentation should be added at least 30 calendar days before the proposed departure date, unless exigent circumstances exist. The FTMS request must be approved prior to departure. c. Ensure that foreign travel does not begin unless all required approvals have been finalized. d. Substantial changes listed below will require reapproval: (1) addition of one or more countries in the trip request, and (2) change in trip sensitivity from nonsensitive to sensitive. e. Ensure for those attending conferences that conference agendas and presentations, where applicable, are uploaded into FTMS. f. Perform periodic self-assessment of implementation of requirements contained in this CRD. 3. Contractors must comply with the following trip closeout requirements. a. For each trip, contractors must complete close out in FTMS within 60 calendar days after return to their duty station. b. Classified information is NOT to be included in trip reports. If the trip concerns a classified subject area, a review of the report by a derivative classifier is required to ensure it contains no classified information. c. For each trip, contractors must provide estimated travel costs, including but not limited to lodging and meal costs into FTMS. REFERENCES 1. Title 41 Code of Federal Regulations (CFR), Chapter 301, Federal Travel Regulations, Temporary Duty (TDY) Travel Allowances 2. 41 CFR, Chapter 304, Federal Travel Regulations, Payment from a Non-Federal Source for Travel Expenses.

3. DOE O 552.1A, Travel Policy and Procedures, dated 2-17-06. 4. DOE M 552.1-1A, U.S. Department of Energy Travel Manual, dated 2-17-06. 5. Chapter 925 Per Diem Supplement to the Department of State’s Standardized Regulation (Government Civilian Foreign Areas) 6. Presidential Decision Directive 12, Security Awareness and Reporting of Foreign Contacts, dated 8-5-93. 7. DOE O 475.1, Counterintelligence Program, dated 12-10-04. 8. Implementation regulations at 10 CFR 1060.101, Persons who may be paid. 9. 5 U.S.C. 5703 “Per Diem Travel and Transportation Expenses” (see 10 CFR Part 1060, 10. Payment of Travel Expenses of Persons Who Are Not Government Employees.). 11. DOE Handbook on Overseas Assignments, dated March 2011. 12. Executive Order 13589 “Promoting Efficient Spending,” effective 11-9-11. 13. DOE O 475.2A, Identifying Classified Information, dated 2-1-11. 14. DOE O 471.3, Identification and Protecting Official Use Only Information, dated 8-9-03. 15. DOE M 471.3-1, Manual for Identifying and Protecting Official Use Only Information, dated 4-9-03. 16. Title 10 Code of Federal Regulations Part 1017, Identification and Protection of Unclassified Controlled Nuclear Information; 17. DOE O 471.1B, Identification and Protection of Unclassified Controlled Nuclear Information, dated 3-1-10. 18. Open Skies Agreement, DEFINITIONS 1. Budget and reporting (B&R) codes. Those used to reflect the Departmental source of funding for a trip. 2. Classified information. Restricted Data or Formerly Restricted Data as defined by the Atomic Energy Act or 10 CFR part 1045; TFNI Classified by the Atomic Energy Act; and NSI classified by E.O. 13526 or prior Executive orders. 3. Country clearance. Notification from the U.S. Embassy of the country to be visited that a request to travel to that country has been approved. Some U.S. Embassies from time to time will agree (with appropriate language in the cable) that clearance may be assumed. 4. Emergency response. The national technical capability to respond to radiological and nuclear incidents and accidents within the United States and abroad. This capability typically supports the Department of Energy, Department of Defense, Department of State, Federal Bureau of Investigation, and other Government agencies. 5. Foreign Travel Management System (FTMS). The official Departmental system for tracking, monitoring, reporting and securing approval of all foreign travel conducted by Federal and contractor employees. Trip information and approvals are entered into FTMS by users with appropriate authorities. 6. Head of Traveler’s Organization. The top official for the organization in which the traveler is employed. For a Federal employee, the responsible Assistant Secretary or equivalent; for a contractor employee, the head of the contractor organization. 7. Official foreign travel. Approved travel (whether wholly or partly on official business) from the United States (including Alaska, Hawaii, the Commonwealths of Puerto Rico and the Northern Mariana Islands, and the territories and possessions of the United States) to a foreign country and return or travel between foreign countries by persons, including foreign nationals, whose salaries or travel expenses or both will ultimately be funded in whole or in part by DOE from its appropriations. Official foreign

8. Responsible Program Secretarial Officer (or Deputy Administrator, NNSA). Not necessarily a program officer, this is the senior DOE Headquarters official whose office will fund the requested travel or, if there is no DOE funding, the Federal official having responsibilities associated with the purpose of the requested travel. For Federal employees, this may be the same person as the head of the traveler’s organization. 9. Sensitive country. A country to which particular consideration is given for policy reasons. Countries may appear on the sensitive country list for reasons of national security, nuclear nonproliferation, regional instability, threat to national economic security, or terrorism support. The Office of Intelligence and Counterintelligence maintains the list. 10. Sensitive subjects. Unclassified subjects/topics identified in existing Federal regulations governing export control as well as those identified by the Department as unique to its work, which involve information, activities, and/or technologies that are relevant to national security.