Foreign Travel Guidance
Effective January 31st, the DOE approval workflow for foreign travel has changed. All Office of Science-funded trips now require approval from the SC Head of Departmental Element (delegated to Linda Horton) in the Foreign Travel Management System (FTMS) before submitting a country clearance request. This change is expected to extend the overall processing time for foreign travel requests.
To ensure that only strong cases proceed to the Site Office, LCLS now requires all foreign travel requests to complete the Foreign Travel Pre-Approval form. Previously, the pre-approval form was only necessary for attending a foreign conference, but it is now required for all foreign travel.
Pre-Approval Required for Foreign Travel
For any foreign travel funded by LCLS Operations, you must first obtain pre-approval (concurrence) from your LCLS Division Leader before submitting a travel request in Concur. Additionally, if your foreign travel includes conference attendance, you need pre-approval from LCLS Director Mike Dunne.
This requirement is applicable to LCLS staff and anyone using LCLS Operations Funds. The intention is to secure timely DOE approval and to coordinate among multiple potential conference attendees. Once concurrence is received, you may proceed with your foreign travel request in Concur.
As the first step in your travel request process, please complete the Foreign Travel Pre-Approval Form.
Travel Request Submission Timeline
Submit your foreign travel request in Concur at least 35 calendar days before departure, or 45 days if the destination country requires additional training.
SLAC Travel will manage DOE and Department of State approvals through FTMS and MyServices.
How to Complete a Foreign Travel Request
- Pre-Approval for Foreign Travel: Secure your LCLS Division Leader’s pre-approval before beginning the formal request. If your request includes conference attendance pre-approval from the LCLS Director is also required.
- Supervisor and CAM Approval: In Concur, obtain approvals from your supervisor and CAM, and attach your flight itinerary.
- Note: Do not purchase airfare until both approvals are confirmed.
- DOE and Country Clearance: SLAC Travel will manage DOE approval through FTMS and obtain electronic Country Clearance (eCC).
- Final Approval by SLAC Travel Office: Approval will be provided in Concur.
- Note: Book travel expenses only after final approval. Use SLAC Booking Channels and the SLAC Travel Card unless exclusions apply.
- Mandatory Training: Complete any required training for sensitive countries.
- Travel Arrangements: Finalize lodging, transportation, and conference fees as needed.
- Health and Safety Requirements: Follow any reporting or testing requirements of the destination country.
- COVID-19 Guidance: Adhere to SLAC guidelines for safe return travel.
Justification Guidelines for Foreign Travel
Recently, several foreign trip requests have been declined due to insufficient “benefit to the government” statements. Please review the guidance below to help strengthen your statements.
Purpose: Clearly outline the activities you plan to undertake (e.g., participating in a review, delivering a talk) without focusing on their benefits. Highlight whether your talk/participation is “invited” – and include the website that lists your name, if available. This section should address the “what,” not the “why.”
Benefit: Use this section to briefly explain the value of your travel. Since the “Benefit” section often receives more attention than the “Purpose,” it’s helpful to restate your planned activities here as context. Begin by highlighting the importance of the event, such as its scope, prominence, or the caliber of attendees. When possible, mention other participating institutions or notable attendees. Consider including the following benefits:
- Learning: Gaining specific research insights, understanding strategic directions, or staying informed on new developments.
- Networking: Engaging with potential collaborators who can support our facility or user program’s success.
- Facility: Presentation of results that help attract new users/staff to SLAC/DOE, or that could prompt new collaborations to address DOE priority topics (such as LCLS facility development)
- Insight: Learning about the operations and results from other facilities or understanding user expectations.
- Exploring Opportunities: Discussing future funding opportunities, initiating new projects, etc.
- Feedback: Receiving input on presented results to refine future research.
- Promotion: Supporting recruitment efforts by showcasing research outcomes and our facility's strengths.
Avoid including activities that don’t directly benefit the government, like teaching others or broadly promoting achievements, unless they support recruitment or expand our user base in a way that benefits domestic users.
In general, DOE discourages personal travel before/after a conference, to avoid the perception of misuse of taxpayer money.
SLAC-Owned Devices
If you plan to bring a SLAC-owned device on foreign travel, submit a Foreign Travel with IT Request form at least 14 days before departure. For device protection guidance, refer to the October 18 SLAC Today article.
Roles & Responsibilities
Traveler Responsibilities
- Review SLAC Travel Policy to ensure compliance for reimbursement.
- Use SLAC Booking Channels and the SLAC Travel Card (TCard) for airfare, lodging, and car rentals.
- Obtain pre-approval for foreign conferences before submitting the Concur request.
- Submit Concur requests at least 35 days before departure or 45 days if additional training is required.
- Provide a strong justification in your travel request, noting LCLS Director Mike Dunne’s pre-approval if applicable.
- Submit the IT request form for SLAC-owned devices at least 14 days before travel.
- Inform the SLAC Travel Office if there is any change to your original travel plans including change of dates, additional countries, etc. Failure to do so may adversely impact your travel reimbursement.
- File expense reports within 60 days of return; delays in clearing T-card charges will lead to suspension.
Supervisor/CAM Responsibilities
- Review, approve and monitor compliance of travel requests and expense reports in Concur.
- Ensure that travel aligns with the lab mission and is cost-effective.
- Confirm that travel funding matches the employee's time and effort funding source as per SLAC Charging Guidelines. If travel expenses differ from the effort funding source, provide justification in the Concur expense report.
