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ISPO Home Page
The Program for Technical Assistance to IAEA Safeguards (POTAS)
Procedure for Electronic Country Clearance (eCC) and
the Foreign Travel Management System (FTMS) for
Laboratory personnel and subcontractors’ travel to
Vienna, Austria
for work with the International Atomic Energy Agency
(IAEA).
Background:
Laboratory personnel funded
by POTAS to travel to Vienna or other foreign destinations will be required
to prepare the DOE F 551.1, Request for Approval of Foreign Travel and
electronic country clearances (eCCs) to obtain travel authorization from the
Department of Energy (DOE). This procedure explains the various steps to be
taken in preparing the eCC.
The International Safeguards Project Office
(ISPO) will begin a campaign to educate
the United States Support Program (USSP) Coordinators at the laboratories on
how to properly submit an eCC for POTAS travel.
Procedure:
1. The
traveler’s Laboratory will enter the traveler’s trip information into the
DOE Foreign Travel Management System (FTMS).
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In section II, #20, list all the names
of other personnel travel on this trip (this should match the names on the
eCC)
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In section III, #28, include the following
statement with the purpose of the trip “Funding for this travel has been
approved by the SSTS under POTAS task #______”. (Task number is available
from the traveler or ISPO Technical Representative.)
-
Include in your routing Michele Rabatin and
Nedy Santiago (Brookhaven National Laboratory) as notify-local and Bobby
Carter (NA24) as Programmatic RPSO-approver.
2.
The traveler’s
Laboratory will prepare the eCC when:
Note: If an ISPO staff member is traveling on the trip, the cable will be
prepared by Brookhaven National Laboratory (BNL).
When creating the eCC:
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Choose the destination country as “Austria,
Unvie Vienna
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Add all the travelers listed in the FTMS
on the eCC
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Include in the purpose of the visit “Funding
for this travel has been approved by the SSTS under POTAS task#______”.
(Task number is available from the traveler or ISPO Technical
Representative.)
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Choose Agency/Section/Other as IAEA.
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Submit the eCC request and add to the cc
multiple email address the following list of carbon-copy (cc) recipients
among any others you may have using a semicolon (;) after each email
address:
Susan Pepper pepper@bnl.gov
Nedy Santiago Santiago@bnl.go
Michele Rabatin Rabatin@bnl.gov
Robert Cockerham cockerhamrs@state.gov
James Killian
james.killian.ctr@osd.mil
William O’Connor
william.o’connor@nnsa.doe.gov
Heather VonBehren vonbehrenhw@state.gov
Barbara Hoffheins hoffheinsbs@state.gov
Michael Kelly
mxk1@nrc.gov
And one of the following ISPO Task
Monitors:
Al Queirolo
quierolo@bnl.gov
Ray Diaz
diazr@bnl.gov
Josh Tackentien tackentien@bnl.gov
This list will
distribute the eCC to the Subgroup on Safeguards Technical Support (SSTS),
ISPO, and the U.S. Mission Vienna.
3.
The approval
process will be as follows:
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The SSTS will respond to the eCC by forwarding
their concurrence or nonoccurrence to ISPO.
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ISPO will track the SSTS’ responses.
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When all responses by SSTS have been received
by ISPO, ISPO will notify Barbara Hoffheins at the U.S. Mission Vienna
that the eCC has been approved (or not approved).
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If the eCC needs to be revised, it will be
sent back to the originating laboratory.
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The U.S. Mission Vienna will approve or not
approve the eCC based on the email from ISPO. The approval to all will
be automatically distributed to the personnel listed as the carbon copied
recipients on the eCC.
Note:
It is expected there will be cases where the laboratories will not properly
submit the eCC. However, the system is fail-safe in that the U.S. Mission
Vienna will not approve the eCC for a traveler unless they have been
informed the SSTS has cleared on the eCC. If the SSTS and ISPO personnel
are bypassed in the eCC submittal, Barbara Hoffheins will email the eCC to
ISPO and SSTS.
Names/numbers have been Last Modified: March 28, 2008
Please forward all questions about this site to:
Donna Occhiogrosso
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