If you’ve received orders for official travel to a foreign country, you may be wondering where to begin and how to prepare. While each country will have its own specific pre-travel clearance and training requirements, there are common steps you can take to help you have a smooth and safe experience, no matter the destination.
Activate your GTCC
The Joint Travel Regulations require travelers to pay for all official travel expenses with a Government Travel Charge Card (GTCC.) If you don’t already have a GTCC, your Agency Program Coordinator (APC) will initiate the application process. Once the GTCC is issued and activated, you can login to CitiBank.com to set up a PIN and manage your account.
If you already have a GTCC, work with your APC to ensure your card is activated at least 15 days ahead of your trip. Inactive cards can result in cancelled airline tickets and unexpected declines. Use the DISA-approved CitiManager app to check that you have a sufficient credit limit to cover your planned expenses. Make sure you know your PIN.
Update your DTS profile
Login to the Defense Travel System (DTS) and update your DTS profile. Current contact information is critical in case of itinerary changes or other unforeseen circumstances. Double-check that your GTCC and banking information is accurate to prevent any issue with reimbursement.
Ensure your known traveler number (DOD ID number) has been added to your profile to take advantage of TSA PreCheck at no-cost (note: DoD civilians must opt-in). Any travel preferences and personal loyalty programs saved to your DTS profile will also be automatically added to your reservations.
Book reservations in DTS
Complete your travel orders and get approvals early. Book any flights, accommodations, or rental cars through DTS. After your reservations are made, save a copy of your itinerary and make a note of contact information for important resources like your local help desk, the Travel Assistance Center (TAC), and your Travel Management Company (TMC).
Download the app for any commercial airline, hotel, rental car or rideshare company you plan to use. Should an issue arise, apps can often provide the latest information and the quickest route to customer service.
If you plan to take personal leave in conjunction with official travel, DTMO offers web-based training to explain the impact to your DTS authorization, particularly in how you create your itinerary, make reservations, and adjust per diem allowances.
Obtain foreign travel clearance
DOD travelers performing official temporary duty (TDY) abroad must obtain country, theater, and (when required) special area travel clearances prior to commencing travel overseas. To request and track the status of these clearances, you must create an Aircraft and Personnel Automated Clearance System (APACS) account and submit a Personnel Request form. A Personnel Request ID Number is generated when a form is saved in APCAS. You will need to include this number in a comment to your Authorizing Official on your DTS Authorization.
You will also use your APCAS account to access the DOD Foreign Clearance Guide (FCG). The FCG documents the process for requesting travel clearances based on destination and lead times. Travelers should carefully review Section III.C of their destination country for mandatory pre-travel training and documentation.
You can find a list of FAQs on using the FCG as well as APACS under the Help link on the FCG homepage.
For questions related to foreign travel clearance, contact the DOD Foreign Clearance Program (FCP) at DOD.FCP@us.af.mil or 703-614-0130 (DSN 312-224-0130).
Prepare travel documents
Make sure your Passport or equivalent credential (e.g., DOD Common Access Card) isn’t near its expiration date; some countries may require the credential to be valid for a specific length of time after entry (sometimes three to six months). In your DTS profile, a “no fee” Passport refers to either a Special Issuance red/maroon (Official) or black (Diplomatic) Passport issued specifically for Government travel (instead of a blue Regular “tourist” Passport). Travel on a Regular passport is not authorized unless the DOD FCG states it on the destination country page.
Save digital copies of important documents, such as your Passport or visa, someplace secure that you can easily access in an emergency. You may also want to review guidance on traveling overseas with electronics.
Research your destination
The DOD FCG also contains information on immunizations and other medical requirements, immigration, customs, and/or quarantine inspections, and requirements for leave travel. Employees taking personal leave in conjunction with official travel are encouraged to receive a travel threat briefing from their local ATO. If you hold a sensitive position or have access to classified information, be aware of additional reporting requirements outlined in the Security Executive Agent Directive (SEAD) 3 [PDF]. The SEAD 3 mandates that all federal employees report to their commander or security office activities that may be of potential security or counterintelligence concerns.
Check the State Department’s website for travel alerts and warnings for countries with an elevated threat. The site also has information on embassies and consulates; entry, exit and visa requirements; local laws and special circumstances; and health and medical facilities for every country. Find additional resources on our traveler health and safety page.
Prepare for departure
Enroll in the Smart Traveler Enrollment Program before travel to receive embassy alerts and be contacted in the event of a natural disaster, civil unrest or family emergency. Enrollment offers real time updates about health, weather, safety, and security in the country and can help family or friends reach you in an emergency.
Review TSA’s travel checklist for details on packing, prohibited items, and declaring firearms or ammunition.
During your trip, remember to save itemized receipts for all lodging expenses, and any other expenses of $75 or more.
Submit expenses for reimbursement
Complete your voucher within five days of returning home from your trip. The card vendor will automatically convert any foreign transactions into US dollars on your GTCC statement. Be aware that the travel card vendor may pass along a fee for purchases made in a foreign currency. These fees, sometimes called a cross-border transaction fee, international transaction fee, or international service assessment on the billing statement, are reimbursable. If you have questions about other authorized expenses, review the Joint Travel Regulations.
Finally, remember that DOD travelers are required to use split disbursement, meaning your travel card bill is paid directly from your reimbursement. When preparing your voucher in DTS, review split disbursement amounts to ensure enough money will be disbursed to pay off all GTCC charges. If not, you should manually change the amount going to the vendor.