Travel

The Office of Travel Management serves as the Department's point of contact for the following services:

Travel Management Center (TMC)
Official Travel, Domestic and Foreign

Official travel is any travel by a federal or contract employee who is conducting U.S. government business for authorized and official purposes. DOE federal travelers that are approved to travel for official purposes must make travel reservations through the Department of Energy Concur electronic travel system.

ADTRAV Travel Management is the Department of Energy’s Travel Management Center, providing a full range of travel agent services including, but not limited to, arranging and booking official travel for individuals and groups; making travel related reservations; providing customer service; reconciling central billed accounts; and providing travel-related reports and information to management.  

All Federal employees' travel for DOE requires prior travel authorization and approval in the Concur electronic travel system.

Official Foreign Travel

Official foreign travel is defined as 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, or persons whose salaries or travel expenses or both will ultimately be funded in whole or in part by DOE/NNSA from its appropriations.  Official foreign travel may also include travel funded by non-DOE or non-NNSA sources for which the traveler represents the Department or NNSA or conducts business on behalf of the U.S. Government.

The Department of State offers a free Smart Traveler Enrollment Program (STEP) to U.S. citizens who are traveling to, or living in, a foreign country.  Registration allows you to record information about your upcoming trip abroad that the Department of State can use to assist you in case of an emergency.  The Department of State will also provide Travel Alerts and Warnings through STEP.  To enroll please go to:
https://step.state.gov/STEP/Pages/Common/Citizenship.aspx

See the section below on Foreign Travel Information for more information.

General Travel Information, Domestic and International

Official TDY Travel

  • Requires an approved TA,
  • Must be greater than 50 miles from duty station,
  • Must support the DOE mission, and
  • Travel vouchers must be submitted within 5 workdays post-trip.

Official and Personal Travel

  • An employee on leave, who is directed to travel may be authorized:
    • Round trip travel from/to the leave location, or
    • Travel from the leave location and return to the duty station.
  • An alternate departure or return location may only be authorized when it is cost effective to DOE. Documentation supporting the cost advantage must be attached to the TA.
  • Reimbursement will be limited to the cost of the contract fare by direct route on an uninterrupted basis.
  • Government contract city pair fares cannot be used for personal travel.
  • Receipts are required for all lodging, all air/train fare, and any expenses greater than $75. Airline Ticket(s) must reflect payment source and be attached to the voucher.

Jet ICU: Travel insurance is available for DOE employees who travel for official purposes. This is a comprehensive program providing 24/7 emergency evacuation, and travel assistance for DOE Federal employees. 

Travel Arrangements: Air, rail, lodging, and rental car for official business must be made through the TMC or ETS (FTR §301-50.1).

TSA:

  • TSA requires tickets to include the full name (same as on ID shown to airport security), date of birth, and gender. To set up a profile with this information in Concur, go to the Concur help desk page: http://gotravel.doe.gov/
  • TSA PreCheck: Only employees with a Q-Sensitive Compartmented Information (Q-SCI) clearance may be granted TSA Pre-check Screening through DOE. Please contact the Office of Intelligence and Counterintelligence at INPERSEC Team, INPERSEC@in.doe.gov.

City Pair Air Fares: Government contract city pair air fares may not be used for personal travel. The TMC will compare fares to ensure that the lowest fare is ticketed. The traveler is responsible for additional costs from any unauthorized use of a non-contract carrier.

Cash Purchase of Transportation in Excess of $100: Approval of Cash Purchase of Transportation in Excess of $100 is required if a traveler must purchase their own tickets for personal travel in conjunction with official travel. The request must include: 

  • Request form for approval, 
  • Approved travel authorization, 
  • A valid receipt of payment and, 
  • Cost comparison from ADTRAV. All documents must be submitted to Travel.Management@hq.doe.gov, prior to reimbursement.

Transportation purchased with airline credits or mileage points are not reimbursable.

Premium Class Air Travel:

  • Premium Class fares paid by DOE may be reported to GSA annually. Fares must be approved by the Office of Travel Management in advance of travel and meet one of the exceptions in FTR §301-10.100. Premium class is not an entitlement. 
  • The Approving Official must consider the additional cost, the mission of the travel, and FTR eligibility requirements.
  • Premium class to accommodate a disability requires advance approval by the Office of Human Capital. Contact the Office of Travel Management at (301) 903-2500, option 4, or email: Travel.Management@hq.doe.gov, for guidance.
  • Approval forms are available on the ConcurGov Reference at:
    https://gotravel.doe.gov/docs/PREMIUMCLASSAPPROVALREQUEST.pdf 

Economy-Plus Seat Assignments: Economy-Plus Seats are reimbursable when approved by an Approving Official, in accordance with FTR §301-10.100. Seating upgrades at no cost to DOE using miles, vouchers, or airline status after the coach e-ticket is issued do not require additional approvals.

Actual Expenses: Actual expenses must be authorized only when one of the requirements of FTR §301-11.17 is met.

Per Diem:

  • Lodging, meals, and incidental expenses (M&IE) are based on locality. Domestic per diem rates may be found at http://www.gsa.gov. Domestic lodging taxes may be claimed as a separate expense. Lodging tax in foreign countries is included in the Department of State authorized lodging rates. 
  • Per Diem is not allowed for travel conducted in less than 12 hours. Meals furnished by the Government, or included in a registration fee, must be deducted from the M&IE allowance. 

Incidental Expenses:  Incidental expenses included in the M&IE (meals and incidental expenses) to cover expenses such as tips to porters, maids, and baggage carriers. 

Miscellaneous Expenses: Miscellaneous expenses may be authorized by your travel approving official.  Supply purchases should be made through procurement only.

  • Local event registration fees and memberships fees may be charged to the travel card. These fees should be processed using the government Purchase card if travel is more than 30 days out.
  • Laundry, pressing, dry cleaning: May only be authorized in the continental US, and when on travel for 4 or more consecutive nights - up to 30 days.
  • Tips for taxis: Reimbursement may not exceed 15% of the fare.
  • POV mileage to and from the airport, plus parking, is reimbursable. Parking may be reimbursed up to the cost of the roundtrip taxi fare. A quote must be provided.
  • Rental cars must be authorized on the TA. Compact is the authorized vehicle class. Vehicles should be reserved through the TMC only. The Government is self-insured and additional insurance is a personal expense. Travelers will not be reimbursed for the pre-paid refueling option. See FTR §301-10.450.
  • Non-Federal Source (NFS) Travel: Contact General Counsel at standardsofconduct@hq.doe.gov when offered either benefits or payment for travel expenses. Questions about NFS policy should be addressed to Travel.Management@hq.doe.gov.

Non-Refundable Airfare Tickets

  • Travelers need to be 99.9% certain of itinerary.
  • Travelers must have written or electronic authorization prior to incurring any travel expenses. If it is not practicable or possible to obtain an authorization prior to travel, your agency may approve reimbursement for specific travel expenses after travel is completed.
  • Only purchased through ETS or ADTRAV.
  • The closer to departure date, the higher the price of a non-refundable ticket.
  • Non-refundable airfares should be ticketed within 24 hours of booking; however, this does not guarantee the airfare will be available.  Carrier tariffs change frequently throughout a 24-hour period and are never guaranteed until ticketed.
  • Any changes will result in airline penalties and fees.

Making the Reservation: The FTR states that all government travel must be arranged using the online booking tool offered by ETS, unless extenuating circumstances prevent such use. Travelers must use the agency's existing Travel Management Service (TMS) to make all travel arrangements. FTR §301-50.1

Payment of Airfare: All non-refundable tickets should be placed on the DOE Centrally Billed Account (CBA).

Approving Non-Refundable: Reservations will auto-cancel if authorization is not stamped APPROVED within 24 hours.

Responsibility: Travelers can be held financially responsible for any unauthorized travel expense.

  • FTR §301-10.101 states that travelers may be held financially responsible for their travel transactions if the transaction is not in compliance with the FTR.
  • Please refer to DOE Notice "Travel using the Government's Contract City- Pair Airfares and Non-Contract Air Fares (including non-refundable air fares)", for additional information about penalties and fees associated with changes to non-refundable tickets. 

Price Change: 

  • Any changes will result in airline penalties and fees.
  • Non-refundable ticket prices are not guaranteed. Carrier tariffs change frequently throughout a 24-hour period and are never guaranteed. The closer you get to departure, the higher the price.

Additional Fees: All changes to non-refundable itineraries may result in the following airline penalties and fees which can consist of:

  • Minimum $100.00 change fee, i.e. change of departure/return, or cancellation.
  • Differences between the original ticket price and the new ticket price.
  • Full ticket plus the cost of the departure/return ticket when flight is missed.

Contract Fare: 

  • Contract fares do not change within a fiscal year. These fares are the result of negotiations between the government through GSA and the airlines. The contract fares are set each October.
  • Non-refundable seats are NOT upgradable. Reservations will auto-cancel if the authorization is not stamped APPROVED within 24 hours. Partially used tickets have NO value for future travel. Reservations must be canceled or value of ticket is lost. Missed flights are “no shows” and incur penalties. Credits are not transferable between travelers or airlines. The carrier must accommodate the traveler when bumped or when their flight is canceled due to weather or mechanical problems. The employee and approving official must be fully aware of all of the terms and conditions of the ticket.

Program Office Accountability:

  • The employee and approving official are to be fully aware of all of the terms and conditions of the ticket.
  • The program office and the travel approving official are responsible for ensuring that the unused non-refundable ticket is only used for official business on a future trip, and is not used by the employee for personal use in the unanticipated event that the ticket is not used for the planned trip.
  • The program office must maintain a list of unused non-refundable tickets and provide the list to the Office of Travel Management upon request.

Seats:

  • Non-refundable seats are NOT upgradable.
  • Non-refundable seats are very limited, so seats may not be desirable by the traveler.

Travel Authorization: Travel authorization must provide a justification for use of the non-contract.

Weather and Mechanical Airline Issues:  

  • If non-refundable flights are canceled due to weather or mechanical problems, or travelers are bumped from the flight for any other reason, travelers are required to utilize the alternate flight assigned by the airline. 
  • The TMS may assist with flight changes, and the traveler will accrue additional fees. 
  • Airlines must accommodate travelers. Travelers are advised to stand in line while calling the airline or the TMS for assistance.

Unused Non-Refundable Ticket Values:

  • All travelers must have accurate traveler profiles in the ETS for the TMS to track unused tickets.
  • Non-refundable is exactly that – if a traveler does not travel, or does not use all tickets, DOE will not receive a refund as such when using a contract fare.
  • Fully unused tickets may be credited for the value of the ticket, and the credit is typically available for 1 year from the date the ticket was issued (not date of travel).  Credits are not transferable between travelers or airlines. Conditions may vary.  Penalties and fees apply when fully unused tickets are utilized.
  • Only fully unused tickets will receive a credit.  Credits are not transferable and are only valid for one year from the date of ticket issuance, not the dates of travel.
  • Partially used tickets, the outbound is used and the return is unused, have NO value for future travel.
  • If the outbound is not taken, the return can never be used on a non-refundable ticket.  The carrier will negate the value of the ticket and show the reservation as “no-show.” 
  • Reservations must be cancelled or value of ticket is lost.  This applies to outbound and return segments.  If you are late for your outbound flight, the carrier will indicate traveler as a “no show.”
  • If a traveler leaves the Department before using the credit, cost for the unused return is lost.
  • ADTRAV conducts a side-by-side comparison between the contract fare and the non-refundable fare to ensure that the lowest fare to the government is ticketed.

Official Travel Regulations and Guidelines

Sustainable Travel

Travel Services Training Videos

Travel Training Videos are available to address reoccurring issues found on DOE-HQ travel vouchers, and to educate DOE travelers and approving officials on travel requirements.

Travel Services Training Videos
Name of VideoDescriptionKey Topics
Basic Reminders of Travel Approving Official’s role when Approving Travel Vouchers. (4:51)Become familiar with the DOE’s Travel Approving Official’s role in approving Travel Vouchers and know what to verify before approving a Travel Voucher.* Ensure a proper justification is provided.
* Ensure that the Traveler has selected the correct method of reimbursement.
* Ensure proper receipts are attached.
How to upload an attachment in ConcurGov once travel documents have been approved. (2:41)Become familiar with uploading attachments into Concur after your voucher or authorization has been approved.* Learn what various documentation may be required to be uploaded into ConcurGov.
* Step by step process on how to upload supporting documentation into ConcurGov.
Personal travel to an alternate location at the end of official travel. (3:37)Become familiar with what is required when adding personal travel to an alternate location at the end of official travel (in other words a personal deviation).* Complete a cost comparison.
* Ensure proper receipts are attached when completing the travel voucher.
*City pair airfare and the government issued travel card cannot be used for personal travel.

Foreign Travel Information

All of the ticketing, travel card, training, regulations, and other information on this page may still apply to Foreign Travel even if they are not listed in this section. For assistance, please contact a passport & visa specialist for assistance, at passportoffice@hq.doe.gov and (202) 586-3601.
Pre-Trip Planning

Pre-Planning is crucial to ensure all necessary arrangements are made effectively and efficiently, including obtaining visas. Plan well in advance for an international trip, you MUST have the following documentation: 

  1. Travel authorization and approval, 
  2. an approved Foreign Travel Approval Request (TR) within the Foreign Travel Management System (FTMS), 
  3. a granted country clearance from the US Embassy of the country to be visited, 
  4. a valid Official or Diplomatic Passport; and 
  5. a valid Visa (if required).  
    Securing a visa varies from 1-30 days. Contact the Office of Travel Management at 202-586-3601 as soon as you know of an upcoming foreign trip. 
Foreign Travel Management System (FTMS)

The Foreign Travel Management System (FTMS) is a DOE-wide centralized system for recording, tracking, and securing approvals of all foreign travel conducted by DOE Federal employees and contractors. Travel must be approved in FTMS and country clearance must be granted prior to travel. For DOE Federal employees and contractors to conduct international travel, the trip request must be entered into and approved in FTMS.  Prior to final approval within FTMS, country clearance must be obtained from the respective country(ies) to be visited.  The system is located at:  https://ftms.doe.gov/  FTMS should be available from most, if not all, DOE sites (you need to be attached to a DOE network to access it).

Within 24 hours after a Travel Authorization (TA) is approved in ETS, the TA should appear in FTMS in draft status. When the transfer is complete, a bold C will appear at the end of the trip number describing ETS designation.

Processing Foreign Travel at DOE includes the following requirements:

  1. Approved Travel Authorization in the electronic Travel System 2 (eTS2) (Federal employees only)
  2. A completed trip request in FTMS
  3. Country Clearance Approval
  4. Valid Official or Diplomatic Passport
  5. Appropriate and valid Visa(s)
  6. Review of required immunizations
  7. Letter of Invitation (LOI) - when required

U.S. Passport and Visa Services, Official and Diplomatic

The Office of Travel Management (MA-45) provides a variety of services to facilitate DOE’s international travel for Official or Diplomatic purposes.  The Department of Energy has an authorized Passport unit, processes Official and Diplomatic Passport and Visa applications for government and contractor employees who have been approved for official international travel, and coordinates with the Department of State on submitting your application.  Please contact a passport and visa specialist in the Office of Travel Management if you need additional information on filling in and submitting your application.

The Passport is an internationally recognized travel document that verifies the identity and nationality of the bearer.  A valid U.S. Passport is required to enter and leave most foreign countries.  All persons, whether U.S. Citizens or foreign nationals, must present a valid passport or alternate approved travel document to enter or depart from the United States by air. Additional information is available at the following websites:

Official and Diplomatic Passports are the property of the U.S. Government and are authorized for Official Use Only.  An Official Passport is issued to an official or employee of the U.S. Government proceeding abroad in the discharge of official duties.  Where appropriate, dependents of such persons may be issued Official passports (22 Code of Federal Regulations, Chapter 1 51.3 (c)(1)).  A Diplomatic Passport is issued to a Foreign Service Officer, a person in the diplomatic service or to a person having diplomatic status either because of the nature of his or her foreign mission or by reason of the office he or she holds.  Where appropriate, dependents of such persons may be issued Diplomatic passports (22 Code of Federal Regulations Chapter 1 51.3 (d)).

Requesting an Official or Diplomatic Passport

U.S. Passport Applications must be completed online via the Department of State's website at: https://www.travel.state.gov.  The completed form must be printed and submitted with an original signature, and any additional needed documentation, to the Office of Travel Management (MA-45) in room GE-180, Forrestal Headquarters.  Typically, advance timing of 3 to 4 weeks is needed for DOE to process and obtain a passport from the Department of State.  The requirements for an Official passport include:

  • The passport application,
  • Two photos,
  • Proof of birth (passport, expired passport, or birth certificate),
  • Memo on the agency letterhead to the Director, Office of Travel Management, which provides information about the traveler’s grade, title, pending trip, and purpose of travel.

The Office of Travel Management requires a complete package of all information and documents before forwarding the application to the U.S. Department of State. Instructions on how to fill out a passport application may be found by clicking on the following links. These links also include a comprehensive list of what to bring or send to the Office of Travel Management to complete your application:

  • Application for a U.S. passport, form DS-11 – If you are a new applicant who has never applied for a passport, or held a passport that expired over 10 years ago, or your passport was lost or stolen.
    • If your passport was lost or stolen, you must also report it as lost or stolen with form DS-64, available on the same page.
  • Passport renewal, form DS-82 – If you have a passport (including a Tourist (Personal) passport) that has expired over the past ten years, or is still valid.

Requesting a Visa

All visa requests must be submitted through the Office of Travel Management.  Please contact a passport & visa specialist for assistance, at passportoffice@hq.doe.gov or (202) 586-3601.

The Visa is a stamp placed in the passport, issued by the foreign consular officials at the Embassy of the foreign country which indicates that country’s approval of your visit and granting permission for you to enter that country for a specific time duration. Most countries require that a passport be valid for at least six months beyond the dates of travel before a visa can be issued.

Visa requirements for official travel differ from the visa requirements for personal and private industry travel.  Processing times for visas are dictated by the various embassies.  When planning official travel, employees are reminded to allow sufficient time for the passport and/or visa application(s) to be processed and returned to DOE. 

Important Notes:

  • Original signatures are required for each Visa Application.
  • Foreign embassies will not issue a visa in Official or Diplomatic Passports without a letter from the Department of State.
  • For official travel for DOE purposes, all officials are required to use a Diplomatic or Official passport for a number of reasons:
  1. A Diplomatic or Official visa cannot be stamped into a tourist passport.
  2. A visa will not be granted for entry into a foreign country when the reason for travel to that country is stated as official business and the tourist passport is presented.
  3. Some countries will deny entry at the border to individuals entering the country on official government business when they arrive with only a tourist passport and not the official passport.  Further problems may also occur upon departure from that country.
  4. Violation of Sovereignty.  Use of the tourist passport when traveling in an official capacity misrepresents the true purpose for which the traveler has entered the country.  This can have serious and adverse effects on the U.S. reciprocal relations with foreign countries.
  5. Security concerns. Should there be a problem in the host country, the official passport provides quicker access to officials of the host country government and greater protection.

Passport and Visa Photographs

The Passport photo must be recent (less than 6 months old). Passport and visa adjudicators notice when you use the same application and check to verify that the last document was issued less than six months ago. For further details on photo specifications, please refer to the State Department's Passport Photos information.

To request a passport or visa photograph at DOE Headquarters, please contact one of the following offices. It is necessary to contact the office in advance to schedule your photograph and ensure a staff person is available.

  • Forrestal – The Photography office is located in room GE-140, (202) 586-1350, Photo@hq.doe.gov. 
  • Germantown – Photos are taken by the The Conferencing Office located in room E-055, (301) 903-4352, GTNConferencing@hq.doe.gov. The Germantown office hours are 8:00 a.m. to 4:00 p.m.  While an appointment is not necessary, contact the office prior to visiting to ensure a staff person is available.

Foreign Travel Training Required by the State Department

Required Foreign Travel Training
Course NumberCourse TitleRequired for:Course ContentValidity
CT650Foreign Affairs Counter Threat (FACT)All US government personnel who will be on official duty overseas for 90 or more cumulative days in a 12-month period.In-Person 40-hour course is intended to provide experience in managing risk, planning, security awareness, surveillance detection, personnel recovery, tactical medicine, fire as a weapon, react to contact, self-defense, and driving.
Apply via the Foreign Services Institute.		6 Years
CT420Foreign Affairs Counter Threat eLearning (eFACT)All US government personnel who will be on official duty overseas for 89 or less cumulative days in a 12-month period.The on-line course covers risk management, medical emergencies, physical threats, fire used as a weapon, threats while driving, surveillance detection, self-defense, threats from explosives and countermeasures.
Apply via the Foreign Services Institute.		6 Years
MQ911Security Overseas Seminar (SOS)All US government personnel who will be on official duty overseas for 45 or more cumulative days in a 12-month period.This course is designed to prepare workers and their families for security challenges oversees.  
Apply via the Foreign Services Institute.		Does not expire
PN113Introduction to Working in an EmbassyAll US government personnel who will be on official duty overseas for 30 days or more cumulative days in a calendar year.This course is designed to prepare workers and their families for security challenges oversees. Subject matter experts provide information and guidance on a range of topics which include personal security, environmental hazards, explosive devices, fire safety evacuation planning, crisis management and hostage survival.
Apply via the Foreign Services Institute.		Does not expire

 

Travel Card Information

The GSA SmartPay® Travel Charge Card is governed by the Travel and Transportation Reform Act of 1998 (Public Law 105-264), which mandates Federal government employees to use the contractor-issued travel charge card for official government travel.

The principal source for the DOE travel card policy is the Federal Travel Regulation (FTR), DOE O 550.1 Chg 1 (LtdChg), Official Travel and DOE M 552.1-1A Chg 1 (LtdChg), DOE Travel Manual, and the GSA's CFR on Travel Card Policy (Title 41, Subtitle F, Chapter 301, Subchapter C, part 301-51).  The GSA SmartPay® Travel Charge Card Training is located at https://training.smartpay.gsa.gov/.

Applying for a Government Travel Card
  • Go to: https://gotravel.doe.gov/TravelCardAppProcess.html
  • Take the GSA Travel Card Training at: https://training.smartpay.gsa.gov/ 
  • After completing the GSA Travel Card Training, you must send the following to the Office of Travel Management at Travel.Management@hq.doe.gov:
    • The GSA Travel Card Account Holders/ AO training certificate, and
    • The completed DOE Employee Acknowledgement form.
  • Once both documents are received by Travel Management, the travel card application will be emailed to you.
  • Once you complete the application, Travel Management will review it and forward it to Citi for final approval.
  • Once Citi approves the application, a new account is created. You should receive the Citi travel card in seven (7) to ten (10) business days.
Paying Your Travel Charge Card Bill

Make a payment for all undisputed charges on your travel charge card bill, in full, by the statement billing due date. You can access your online account to view your statement.

  • Failure to pay your monthly bill in a timely manner will result in the loss of your charging privileges.
  • All undisputed charges are due to the bank by the billing due date, regardless of whether you have been reimbursed by DOE.
  • The card is suspended if the outstanding balance is not paid in full within 60 days of the statement date, and the card account is canceled if not paid in full after 120 days.
  • If your card is suspended, you may lose the privilege to hold a Government-issued travel charge card, which may negatively affect your ability to perform your work duties, and may have an adverse effect upon your job performance.
  • Suspension of your travel card also causes inability to use your card until payment is received by the bank (Citi).
  • If your card is cancelled due to nonpayment, your delinquency may:
    1. Be reported to credit bureaus,
    2. Be referred to collection agencies, or
    3. Lead to other collection actions and
    4. You may not be eligible to receive a new card account.
ATM Withdrawals

Limit ATM withdrawals to expected cash purchases (meals, taxi, etc.).

Reporting a Lost or Stolen Card

Immediately report your lost or stolen travel charge card to:

  • Citi,
  • Your A/OPC and,
  • Your supervisor.
Cardholder Responsibilities, DO's
  • DO use your government travel charge card to pay for all official travel expenses.
  • DO obtain travel advances for official travel through an A TM if authorized by DOE.
  • DO track your expenses while on travel so you have accurate information for filing your travel claim.
  • DO keep receipts for all transactions made on your travel charge card.
  • DO file your travel claim within 5 days after your trip is completed or every 30 days if you are on continuous travel.
  • DO submit payment in full for each monthly bill.
  • DO follow the bank dispute process for charges which are incorrect.
  • DO contact the bank customer service number if you have questions about your monthly bill.
  • DO be aware that misuse of the travel charge card could result in disciplinary actions by DOE.
  • DO be aware that failure to pay your bill in a timely manner can result in suspension or cancellation of your card.
  • DO immediately report your lost or stolen card to your Agency/Organization Program Coordinator (A/OPC) and the card-issuing bank.
  • DO destroy any lost or stolen cards that are recovered.
  • DO return your travel charge card to your (A/OPC) to be destroyed if you leave the agency or retire.
Cardholder Responsibilities, DONT's
  • DON'T use your travel charge card for personal use.
  • DON'T obtain travel advances through the ATM which exceed your expected out-of-pocket expenditures for a trip.
  • DON'T obtain travel advances through the ATM unless you are on travel or will be on travel shortly.
  • DON'T allow your monthly bill to become overdue because this could result in suspension or cancellation of your card.
  • DON'T wait for receipt of your monthly billing statement to file your travel claim.
  • DON'T forget that the card is issued in your name and liability for payment is your responsibility.
  • DON'T write your personal identification number (PIN) on your card or carry your PIN in your wallet.
Contacts for Travel Card Information

Travel Policy, the Office of Travel Management (MA-45)

  • Steven Smith, (240) 780-6089
  • Trenene Collins, (240) 449-5050
  • Rosanna Ballantine, (301) 704-0046

Citi Customer Service

  • Within the U.S. (800)-790-7206
  • Outside the U.S. (904) 954-7850

Citi Card Manager System

Contacts for Travel Services

Service / FunctionContact Information
ADTRAV

(888) 205-2369
(205) 444-1665

Travel Arrangements:
doe.travel@adtrav.com
doeagents@adtrav.com

Questions:
travelsystemsupport@hq.doe.gov

Bulletins:
ADTRAV Travel Bulletin Library

J-1 Visa Exchange
Visitors Program
and NOS and IGA Waivers

Cynthia Tasaki
(o) (202) 586-4561, (m) 301-250-6387

Milton Hilliard
(o) (202) 586-3577, (m) 240 246-6907

Link to Exchange Visitors Program web page

Foreign Travel Management
System (FTMS)

CBSHelpDesk@hq.doe.gov

(301) 903-2500 Option 4

Sean Mitchell

Link to FTMS information

Interagency Working Group
(IAWG) on U.S. Government-
Sponsored International
Exchanges and Training

Cynthia Tasaki 
(o) (202) 586-4561, (m) 301-250-6387

Link to IAWG information

International Medical Evacuation Insurance POC
for the Office of Management
and Offices of the Secretary		Cynthia Tasaki 
(o) (202) 586-4561, (m) 301-250-6387
Passports and Visaspassportoffice@hq.doe.gov
(202) 586-3601

Link to Passport and Visa information
Permanent Change
of Duty Station (PCS)

(301) 903-2500, option 4

Policy Only: Travel.Management@hq.doe.gov

Processing: PCS.Travel@hq.doe.gov

Travel and Relocation PolicyTravel.Management@hq.doe.gov
(301) 903-2500, option 4
Travel Card Management

travel.management@hq.doe.gov

Link to DOE Travel Systems Online Reference

Travel Document Rejects and ExceptionsTravel.Management@hq.doe.gov
(301) 903-2500, option 4