United States Department of Agriculture
Research, Education, and Economics

ARS * CSREES * ERS * NASS
Policies and Procedures

Table of Contents

1. REFERENCE
2. ABBREVIATIONS
3. FORMS
4. DEFINITIONS
5. AUTHORITY
6. POLICY
7. DELEGATION
8. RESPONSIBILITIES
9. TIME SCHEDULES FOR OBTAINING PASSPORTS AND VISAS
10. VISA REQUIREMENTS GUIDE
11. DIPLOMATIC CONTACTS
12. PROCEDURES FOR OBTAINING NEW PASSPORTS
13. PROCEDURES FOR REISSUANCE OF PASSPORTS
14. PROCEDURES FOR REVALIDATION OF PASSPORTS AND OBTAINING NEW VISAS
15. PROCEDURES FOR AMENDING AND SUBMITTING AD-121
16.    PROCEDURES FOR OBTAINING SECURITY CLEARANCES
17. PROCEDURES FOR DISPOSITION OF PASSPORTS UPON COMPLETION OF TRAVEL
18. INTERMITTENT TRAVEL
19. PROCEDURES FOR INTERMITTENT TRAVEL
EXHIBIT 1, AD-121 - Passport Request
EXHIBIT 2
EXHIBIT 3 DSP-11 Application for Passport
EXHIBIT 4
EXHIBIT 5
EXHIBIT 6

1.    REFERENCE

• For information on use of foreign carriers (Fly America Act), see DIRECTIVE 343.6.
  
  
• For information on the foreign travel information system, see DIRECTIVE 344.2.
  
  
• For information on foreign travel itineraries, see DIRECTIVE 345.1.
  
  
• For information on foreign gifts and decorations, see DIRECTIVE 468.4.
  
  

2.    ABBREVIATIONS

• ABFO - Area Budget and Fiscal Officer
  
• ATR - Agriculture Travel Regulations
  
• BFSB - Budget and Fiscal Services Branch, FMD
  
• FAA - Foreign Agricultural Affairs, FAS
  
• FAO - Food and Agriculture Organization
  
• FAS - Foreign Agricultural Service
  
• FMD - Financial Management Division
  
• FTIS - Foreign Travel Information System
  
• FTU - Foreign Travel Unit, FAS
  
• PD - Personnel Division
  
  

3.    FORMS

• AD-121 - Passport Request
  
• AD-125 - Personnel Questionnaire for Proposed Official Foreign Travel
  
• AD-202 - Travel Authorization
  
• AD-750 - International Travel Clearance
  
• ARS-143 - Request for Security Action Processing
  
• DSP-11 - Application for Passport
  
• DSP-19 - Passport Amendment/Validation Application
  
• DSP-82 - Application for Passport by Mail
  
• FAS-173 - Passport Receipt
  
  

4.    DEFINITIONS

Reissuance. New official passport must be issued because old official passport has expired or been lost.

Revalidation. A request to release a current, valid official passport for a specific trip.

5.    AUTHORITY

ATR 1-16

6.    POLICY

It is ARS policy to:

• Require travelers to promptly furnish information needed to apply for visas in sufficient time to obtain them without special handling. Visas are obtained by FAS directly from the foreign Embassy.
  
  
• Obtain interdepartmental approval in sufficient time to avoid the necessity for special handling of requests for security clearances, passport forms, and approval for attendance at meetings.
  
  
• Notify FAS of the proposed itinerary (AD-750) of each employee planning foreign travel. Assure that travelers contact the Agricultural Attache/Counselor and cooperate with U.S. diplomatic representatives to achieve maximum effectiveness in relations with foreign countries. Travelers will notify the Agricultural Attache(s) of changes in itineraries once abroad.
  
  
• Obtain travel security clearances for all employees and non-Government persons accredited to USDA when traveling to a foreign country on official business for 180 days or more.
  
  
• Require travelers to contact the foreign consular offices stationed in the principal cities of the United States for any information concerning requirements for entry into a foreign country; i.e., import restrictions applying to plant and animal health safety.
  
  
• Require travelers to consult the nearest American Embassy or Consulate about the need for visas before changing itineraries, once arriving abroad.
  
  
• Require employees, who are U.S. citizens traveling to a foreign country on official business for USDA, to obtain official passports and, when required, official visas, before departing from the United States. Tourist cards, tourist visas, and personal passports may not be used for official travel.
  
  EXCEPTION: Taiwan is the only country where personal passports will be used as the United States does not have diplomatic relations with Taiwan.
  
  
• Obtain passports released by FAS only after clearance is received from FAA, FAS.
  
  

7.    DELEGATION

Designate an ARS Travel Coordinator, who is the Head, Policy and Travel Management Section, BFSB, FMD.

8.    RESPONSIBILITIES

The ARS Travel Coordinator is responsible for:

• Assuring compliance with foreign travel document processing time schedules, procedures, and other requirements.
  
  
• Notifying the FTU of any changes in employment status that would affect the necessity for maintaining unexpired passports; i.e., retirement, transfer to another Agency.
  
  
• Making monthly changes to the Passport Control Report.
  
  

9.    TIME SCHEDULES FOR OBTAINING PASSPORTS AND VISAS

When planning foreign travel, allow sufficient time to obtain the official passport and visas.

• New passports. An AD-121 (see exhibit 1) must be received by BFSB:
  
  
  • 50 calendar days before departure for employees in the Washington, DC, Metropolitan Area.
        
  • 65 calendar days before departure for field employees outside the Washington, DC, Metropolitan Area.
    
    
• Revalidated passports. An AD-121 (see exhibit 1) must be received by BFSB 30 calendar days before departure for all employees.
  

• Visas. All foreign countries require 30 calendar days for routine processing.
  
  NOTE: The FTU WILL NOT obtain passports or visas in less than the established number of days to process pertinent documents without a strong justification explaining the circumstances. Late justification for issuance must be in letter form from the Area Administrative Officer addressed to the Department of State Passport Office and signed by the FTU.
  
  

10.    VISA REQUIREMENTS GUIDE

The Visa Requirements Guide alphabetically lists each country and the visa documentation required by Embassies for issuance of official visas where required. The Visa Requirements Guide is published and distributed to all Area Offices by the Travel Office, BFSB, FMD, as major changes are issued by FAS.

11.    DIPLOMATIC CONTACTS

After arrival and before transacting business with officials of foreign Governments in the Agricultural Attache's country(ies) of responsibility, traveler MUST contact the Agricultural Attache, or in the Attache's absence, other diplomatic officers of the United States, as may be appropriate.

NOTE: The above requirement also applies to employees stationed in a foreign country and traveling to another foreign country on official business.

The Department of State wants its Diplomatic and Consular offices to provide maximum help and assistance to ARS travelers while abroad. USDA employees should cooperate to the fullest degree with U.S. diplomatic representatives to achieve maximum effectiveness in our relations with foreign countries.

NOTE: Travelers do not need to contact the Agricultural Attache upon arrival in the Attache's country(ies) of responsibility when the travel is to attend a professional society meeting. However, advising the Attache before the trip and submission of the itinerary copies to FAA is required. The Agricultural Attache MUST be contacted when attendance at international meetings issponsored by public international organizations; i.e., FAO conferences.

12.    PROCEDURES FOR OBTAINING NEW PASSPORTS

If employee has neither a personal nor an official passport issued within the last 12 years, then a DSP-11 (exhibit 3) must be used to apply in person for an official passport.

Area Travel Clerk

Prepare AD-121 (see exhibit 2) and send to the Travel Office, BFSB, FMD, within time schedules in section J. BFSB will prepare the AD-121 for Headquarters' employees.

Travel Office, BFSB,FMD

• Sign second through fifth copies of AD-121 and send to FTU:
  
  
  • 45 calendar days before departure for employees in the Washington, DC, Metropolitan Area.
    
    
  • 60 calendar days before departure for employees outside the Washington, DC, Metropolitan Area.
    
    NOTE: FAS will not process the AD-121 unless signed by the Travel Office, BFSB, FMD.
    
    
• After approval of AD-121 by FAS:
  
  
  • If Headquarters traveler, send a blank DSP-11 direct to traveler with instructions to apply for a passport (see exhibit 4).
    
    NOTE: For travelers in the Washington, DC, Metropolitan Area, FAS retains approved AD-121.
    
    
  • If Area traveler, send approved AD-121 and DSP-11 to traveler with instructions to apply for a passport (see exhibit 4). Send message to Area Travel Clerk advising approved AD-121 has been forwarded to traveler.
    
    NOTE: Travelers must not add countries or in anyway change the approved AD-121. Any changes will invalidate the AD-121.
    
    

Traveler

• After being notified of FAS approval of AD-121, apply for a passport from one of the following offices:
  
  
  • If located in or near the Washington, DC, Metropolitan Area, make an appointment with the FTU, FAS.
    
    
  • If located outside Washington, DC, Metropolitan Area:
    
    
    • Post Office having a passport agent; or
      
      
    • Clerk of a Federal or State court having naturalization jurisdiction.
      
      
• The following documentation is required:
  
  
  • Approved AD-121.
    
    
  • Proof of U.S. citizenship; i.e., certified copy of birth certificate, previous (issued more than 12 years prior to application) U.S. passport, Certificate of Naturalization, Certification of Citizenship, or a Report of Birth Abroad.
    
    
  • Proof of identity containing signature and physical description or photograph; i.e., driver's license.
    
    
  • Two passport-size photographs (see exhibit 3).
    
    
  • A completed, but unsigned, DSP-11.
    
    NOTE: The DSP-11 must be signed by the traveler in person before the Passport Agent. No fee is charged to Federal employees when approved AD-121 is submitted with application.
    
    

FTU

• Obtain passport from Department of State Passport Office.
  
  
• Obtain necessary visas from foreign countries.
  
  
• Send passport with visas to BFSB.
  
  

Travel Office, BFSB, FMD

• If Headquarters traveler, send passport with visas directly to traveler.
  
  
• If Area traveler, send passport with visas to Area Travel Clerk or directly to traveler.
  
  NOTE: Country clearance must be obtained before passport or visas can be released.
  
  

Area Travel Clerk

• Send passport with visas to traveler.
  
  

13.    PROCEDURES FOR REISSUANCE OF PASSPORTS

If official passport has expired or will expire prior to completion of planned foreign travel or employee has a personal U.S. passport issued in the employee's name in the last 12 years, employee must apply for a reissuance of an official passport using a DSP-82 (exhibit 6) and follow the instructions below.

Traveler

• Send official or personal passport to Area Travel Clerk with the following:
  
  
  • Two passport-size photographs (see exhibit 6).
    
    
  • A completed and signed DSP-82.
    
    NOTE: Passport must be the latest one issued and issued within the last 12 years.

Area Travel Clerk

• Prepare AD-121 (see exhibit 2) and send to BFSB within time schedules in section J. BFSB will prepare the AD-121 for Headquarters' employees.
  
  

Travel Office, BFSB, FMD

• Sign second through fifth copies of AD-121 and forward above documents to FTU.

FTU

• Obtain passport from Department of State Passport Office.
  
  
• Obtain necessary visas from foreign countries.
  
  
• Send passport with visas to BFSB.
  
  

Travel Office, BFSB, FMD

• If Headquarters traveler, send passport with visas directly to traveler.
  
  
• If Area traveler, send passport with visas to Area Travel Clerk or directly to traveler.
  
  NOTE: Country clearance must be obtained before passport or visas can be released.

Area Travel Clerk

• Send passport with visas to traveler.
  

   

14.    PROCEDURES FOR REVALIDATION OF PASSPORTS AND OBTAINING NEW VISAS

Area Travel Clerk

• Prepare AD-121 (see exhibit 2) and send to BFSB within time schedules in section J. For Headquarters travelers, BFSB prepares the AD-121.
  
  

Travel Office, BFSB, FMD

• Sign second through fifth copies of AD-121 and send to FTU at least 30 calendar days before traveler's departure.
  
  

FTU

• Release revalidated passport.
  
  
• Obtain necessary visas from foreign countries.
  
  
• Send passport with visas to BFSB.
  
  

Travel Office, BFSB, FMD

• If Headquarters traveler, send passport with visas directly to traveler.
  
  
• If Area traveler, send revalidated passport with visas to Area Travel Clerk or directly to traveler.
  
  NOTE: Country clearance must be obtained before passport or visas can be released.
  

Area Travel Clerk

• Send revalidated passport with visas to traveler.
  
  

15.    PROCEDURES FOR AMENDING AND SUBMITTING AD-121

Area Travel Clerk

• Prepare AD-121 annotating the form at the top with "AMENDMENT."
  
  NOTE: An amended AD-121 is required if travel dates change by 7 or more days or if countries are added or deleted.
  
  
• Circle the item numbers in RED that have changed.
  
  
• Follow procedures in section 12. Submit amended AD-121 to BFSB.
  

16.    PROCEDURES FOR OBTAINING SECURITY CLEARANCES

Traveler

• Submit completed AD-125 to Area Travel Clerk.
  
  

Area Travel Clerk

• When AD-125 is received, complete ARS-143.
  
  
• Submit completed AD-125 and ARS-143 to PD.
  
  

17.    PROCEDURES FOR DISPOSITION OF PASSPORTS UPON COMPLETION OF TRAVEL

Traveler

• Return passport to BFSB, through the Area Travel Clerk, within 5 working days after completion of travel.
  
  NOTE: If resuming travel within 14 days after completion of trip, hold official passport as long as all requirements have been completed for second trip; i.e., visa obtained and country clearance requested.
  
  

Area Travel Clerk

• Return passport immediately to BFSB.
  
  

Travel Office, BFSB, FMD

• Return passport to FTU.
  
  
• Obtain receipt (FAS-173) and send it to Area Travel Clerk.
  
  

FTU

• Retain passport until expiration date. If traveler requests expired passport, it may be returned after cancellation by the Department of State.
  
  NOTE: If traveler requests expired passport, Area Travel Clerk must submit a DSP-19 (Exhibit 5) to the Travel Office, BFSB, FMD.
  
  
• Revalidate passport for additional official travel upon receipt of a completed Form AD-121 from BFSB.
  
  

Travel Office, BFSB, FMD

• Provide weekly updated reports on the status of passports from the computerized FTIS to Headquarters and Areas.
  
  

18.    INTERMITTENT TRAVEL

In a few instances, ARS employees hold passports for frequent short-notice trips. For these trips, the Area Travel Clerk must notify BFSB of each trip, provided special arrangements are made by the Agricultural Attache for the notification needed. For any such special arrangements, the Area Travel Clerk should send a copy of the notification to BFSB.

The need for travelers to hold passports for intermittent travel must be justified annually to FAS by the Director, FMD, for the Administrator, ARS.

19.    PROCEDURES FOR INTERMITTENT TRAVEL

Traveler

• Send justification to Area Travel Clerk for frequent short-notice trips including number of trips, duration, estimated dates of travel, and estimated cost.
  
  
• Prepare notification to Agricultural Counselor/Attache including number of trips, duration, and estimated dates of travel.
  
  

Area Travel Clerk

• Prepare AD-121 (see exhibit 2) covering 1 year.
  
  
• Forward AD-121 to Travel Office, BFSB, FMD.
  
  

Travel Office, BFSB, FMD

• For Area travelers, BFSB submits the annual justifications for review and forwarding to FTU for approval.
  
  NOTE: For new passports, submit the individual justification, as required by the FTU, with the AD-121 to BFSB.
  
  

Director, FMD

• Submit justification letter to Assistant Administrator for Administrative Management, FAS, by March 1 of each year.
  
  
  

JANE L. GILES
Deputy Administrator
Administrative Management

Exhibits
1 AD-121 - Passport Request
2 Instructions for Completing AD-121
3 DSP-11 - Application for Passport
4 Official Passport Instructions
5 DSP-19 - Passport Amendment/Validation Application
6 DSP-82 - Application for Passport by Mail

EXHIBIT 1, AD-121 - Passport Request

EXHIBIT 2

INSTRUCTIONS FOR COMPLETING AD-121

Numbers correspond to the blocks shown on the form as follows:

1    Date. Leave blank.

2    Action Requested. Place an "X" in issuance of official passport block.

3    Date of Departure from U.S.A. Show only official duty date. Use month (spelled out), specific day, and year.

4    Date of Return to U.S.A. Show only official duty date. Use month (spelled out), specific day, and year.

5    Name of Traveler. First name, middle initial, and last name.

6    Title and Agency. Position title, grade (i.e., GM-15), Agency (i.e., Agricultural Research Service), Staff or Area (i.e., NPS, PWA, etc.), City and State (i.e., Beltsville, MD), Area designation (i.e., A0100).

7    Kind of Overseas Assignment. Leave blank unless employee is starting a 2-year assignment at an overseas location.

8    Countries to be Visited. List all countries to be visited including in transit stopovers, if overnight. If overnight stop, note stopover after listing country.

9    Purpose of Trip (for each country visited). Show purpose for each country. If attending a meeting, provide meeting name.

10    Dependents to Accompany Traveler. Leave blank.

11    Remarks. Leave blank. This section used by BFSB when necessary.

12    Requested by (title). Leave blank.

12A    Signature. Leave blank.

For revalidation, the same information is required except for Block 2.

EXHIBIT 3 DSP-11 Application for Passport

EXHIBIT 4

OFFICIAL PASSPORT INSTRUCTIONS
(for Agricultural Research Service Employees Traveling to Foreign Countries)

Submit passport application at the earliest possible date to a clerk of a Federal or State Court who is authorized to naturalize aliens or to an agent of the Department of State Passport Office. Some local post offices also accept applications. Passport agents are located at the following locations:

John F. Kennedy Bldg.        Kluczynski Fed. Bldg.        New Federal Bldg.
Government Center              230 South Dearbon St.      300 Ala Moana Blvd.
Rm. E-123                           Ste. 380                             Rm. C-106, P.O. Box 50185
Boston, MA 02203            Chicago, IL 60604             Honolulu, HI 96850

One Allen Center               Hawthorne Fed. Bldg.          Federal Office Bldg.
500 Dallas Street               15000 Aviation Blvd.           51 SE. First Avenue
Houston, TX 77002          Rm. 2W16                            Rm. 804
                                         Lawndale (LA), CA 90261   Miami, FL 33130

Int'l Trade Mart                  Rockefeller Center                 Federal Building
2 Canal Street                   630 Fifth Center                     600 Arch Street
Rm. 400                            Rm. 270                                 Rm. 4426
New Orleans, LA 70130 New York, NY 10111           Philadelphia, PA 19106

Federal Building                  Federal Building                    One Landmark Square
450 Golden Gate Ave.       915 Second Avenue            Broad & Atlantic Sts.
Rm. 1405                           Rm. 906                               Stamford, CT 06901
San Francisco, CA 94102  Seattle, WA 98174

                                         1425 K Street, NW.
                                         Washington, DC 20524

A.    REQUIRED DOCUMENTATION

    1.    Native-born applicants applying for their first passport shall submit a certified copy of their birth certificate with the application.
    2.    Old U.S. passport.
    3.    Naturalized citizens shall submit their certificate of naturalization.
    4.    If no primary evidence, such as a birth certificate, is available, a statement by appropriate authorities that no birth record exists and secondary evidence of U.S. birth, such as baptismal certificate, census records, newspaper files, family bible, school records, or affidavits of persons with personal knowledge of birth in the United States, is required.

B.    PHOTOGRAPHS

    Two passport photos are required (see attached DSP-11, Item 3, for details) and must be on thin paper; show full front view of applicant with a plain, light background; and must have been taken within 6 months of date submitted.

    When having pictures made, have at least four additional prints made, since additional photos may be required for visas.

C.    IDENTIFICATION

    The applicant shall establish his identity to the satisfaction of the clerk of court or passport agent. Proof of identity may be established through personal knowledge of the applicant by the clerk or agent, or by one of the following items containing applicant's signature and physical description or photograph: (1) Previous U.S. passport, (2) Naturalization certificate, (3) Driver's license, (4) Government (Federal, State, Municipal) identification card or pass, or (5) An industrial or business identification card or pass. (See DSP-11, Item 2, for details.)

D.    FEES

    There is no fee for executing an application for an official passport except that State Courts may charge $3 for executing the application (which may be reimbursed).

E.    SPECIAL INSTRUCTIONS/INFORMATION

    Applications sent in from the field must be marked to the attention of PPT/WNS/SO Passport Office, Department of State, Washington, DC 20254. If application is made less than 30 days before planned departure, please furnish the clerk of the court with postage to forward the application by express mail to the State Department Passport Office, Washington, DC.

    Upon issuance of the official passport by the Department of State, Washington, DC, the new passport will be forwarded directly to the U.S. Department of Agriculture, Foreign Agricultural Service. The FAS/FTU will obtain the necessary visas for official travel and release the passport with visas to USDA/ARS/FMD/ Budget & Fiscal Services Branch, 6303 Ivy Lane, Room 721, Greenbelt, MD 20770-1433, who will release the passport to the appropriate Area Travel Office.

    The attached AD-121 should be given to the passport agent with the passport application (DSP-11) signed by the traveler in the presence of the agent. No alterations should be made to the AD-121. If a change in travel dates and itinerary occurs, please notify the appropriate Area/Headquarters office immediately. Each person traveling should apply for a separate official passport.

AFTER APPLYING FOR A NEW PASSPORT, PLEASE RETURN ONLY THE LOWER PORTION OF THIS LETTER TO THE ADDRESSEE INDICATED BELOW. A preaddressed envelope is attached.

------------(Cut along this line and return in attached envelope.)-------------
NOTIFICATION OF APPLICATION

Send to: M. L. Afoke/A. M. Walker
USDA/ARS/FMD/BFSB/HQ Operations
6303 Ivy Lane, Room 721
Greenbelt, MD 20770-1433
Tel.: (301) 344-0281/Fax.: (301) 344-0310

                                               ARS-                         
(Full Name) (Date)               (Headquarters/Area)
                                                                                 
(Clerk or Passport Agent)     (City and State)

EXHIBIT 5

EXHIBIT 6