Effective March 29, 2024, the Postal Service revised Handbook F-15, Travel and Relocation, to update the International Travel policy. This update establishes new policy instruction and revises references to International Travel policy in the following sections:
n 2-1 8(b), Your Responsibilities as a Traveler.
n 2-2.1.6.2, To Other Countries.
n 4-1.3.1, What‘s Required.
n 4-1.3.2 , How to Submit Your Request.
n 4-1.3.3, To Attend an International Conference, Congress, or Meeting of an Postal Organization.
n 7-3.2.2(d), According to Whether Meals are Provided.
n 8-1.10.2, For International Travel.
n Chapter 10, Getting Reimbursed and Repaying Advances – Reminder.
The International Travel section provides policy for all U.S. Postal Service® (USPS®) and U.S. Postal Inspection Service (USPIS) personnel who travel internationally while conducting official Postal Service™ business. Office of Inspector General (OIG) personnel should follow the policies and guidelines set forth for them regarding international travel.
The International Travel section is intended for both travelers and approving officials of USPS, USPIS, and OIG. It is directed toward all personnel for official business travel requests and reporting requirements for personnel who hold a national security clearance and/or work in a designated sensitive position. Personnel holding a security clearance must follow Security Executive Agent Directive (SEAD-3) reporting requirements.
When traveling abroad on official business, you represent the USPS and the U.S. Government. You are expected to perform your duties in a professional manner and with the same care and prudence as if you were traveling at your own expense. Specifically, you must do all of the following:
1. Complete mandatory international travel trainings and security briefing(s) as designated by the U.S. Department of State (DOS) and USPS.
2. Upload the applicable certificate(s) to your International Travel Authorization Program (ITAP) profile prior to requesting Official International Travel (OIT).
3. Request “OIT” in the ITAP system (itap.uspis.gov/itap-welcome).
4. Submit your OIT request at least 21 business days prior to planned departure.
5. Request an international virtual private network (VPN) and international phone service using guidance from ITAP during the request process of International Travel.
6. When returning from International Travel, you must do the following:
a. USPS personnel must immediately return your official passport to International Postal Affairs (IPA).
b. Immediately return burner devices, if applicable, to the Chief Information Security Officer (CISO) Digital Forensic & Incident Response Team (DIFIR) group, using the guidance provided upon receipt of devices. Remember to log out of your iCloud account.
c. Within five (5) business days of completing travel, complete the National Security Post-Travel Questionnaire in ITAP to report any travel information as required by SEAD-3. This is required of employees with a national security clearance who have requested OIT, as well as those reporting UFT.
The approving officials for the USPS and USPIS must utilize the ITAP application to review and approve OIT requests. ITAP will service travel requests and reporting requirements for personnel who hold a national security clearance and/or work in a designated sensitive position.
n USPS Officer Travel — The Postmaster General (PMG) or designee.
n USPS Non-Officer Travel — The Deputy Postmaster General/Chief Human Resource Officer (DPMG/CHRO) or designee.
n USPIS Personnel — The Chief Postal Inspector (CPI) or designee.
An official U.S. Passport is required for all employees traveling internationally on official business for the Postal Service. This is required by both the Postal Service and the U.S. Department of State (DOS). To obtain an official passport (new/renewal), or a visa for OIT, contact your respective International Travel Office. International Postal Affairs (IPA) is responsible for obtaining passports for USPS and Global Security is responsible for obtaining passports for USPIS employees. An official passport (maroon cover) is different from the tourist/personal U.S. Passport (navy blue cover) and has different guidance for its use. Since the processing time to obtain an official passport may be between eight (8) and twelve (12) weeks, or occasionally longer, it should be requested as soon as practical.
Contractors may be authorized to travel internationally, using their personal passport.
Transportation includes all official travel by air, surface, or water and any other expenses related to that travel.
USPS complies with the Fly America Act, which mandates all international air travel (and cargo transportation) funded by the U.S. Government be provided by U.S. flag air carrier service, regardless of cost, convenience, or personal travel preferences. U.S. flag air carrier service is service provided by an American-owned air carrier, as well as service provided under a code share agreement with a foreign air carrier in accordance with Title 14, Code of Federal Regulations (CFR), when the ticket, or documentation for an electronic ticket, identifies the U.S. flag air carrier’s designator code and flight number.
There are some circumstances when it is not reasonable to use U.S. flag air carrier service, and you may request an exception at least 2 weeks prior to your departure provided that the selection of foreign air carrier service is a necessity, and it is in the best interest of the Postal Service. An Officer of USPS may authorize a Fly America Act certification or waiver, which is to be attached to the traveler’s expense report in the receipts section, for a traveling employee if one of the following exceptions apply:
1. When use of foreign air carrier service is a matter of necessity because of (one of the reasons below – “a” or “b” – must apply):
a. U.S. flag air carrier service cannot provide the air transportation needed for the entire trip or a segment of the trip:
i. Use of foreign air carrier is necessary for medical reasons.
ii. Use of foreign air carrier is required to avoid unreasonable risk to traveler’s safety (see 41 CFR 301-10.138(b)(2) for supporting evidence needed).
iii. Seat on U.S. air carrier in authorized class of service is unavailable, seat on foreign air carrier in authorized class of service is available; or
iv. Other justification.
b. Use of U.S. flag air carrier will not accomplish the Postal Service’s mission.
2. When a U.S. flag air carrier involuntarily reroutes traveler on a foreign air carrier.
3. When air travel is between the U.S. and another country, and use of a U.S. flag carrier on a nonstop flight extends travel time by 24 hours or more.
4. When a U.S. flag carrier does not offer a nonstop or direct flight between origin and destination, and using a U.S. carrier:
a. Increases the number of aircraft changes outside the U.S. by 2 or more; or
b. Extends travel time by 6 hours or more; or
c. Requires a connecting time of 4 hours or more at an overseas interchange point.
5. When the flight time from origin to destination is less than 3 hours and using a U.S. flag carrier doubles en route flight time.
6. When there is an applicable “Open Skies Agreement” in effect that meets the requirements of the Fly America Act.
Open Skies Agreements are bilateral or multilateral agreements between the U.S Government and the governments of foreign countries that allow travelers to use foreign air carriers from these countries for government-funded international travel. For additional information and to review the current Open Skies Agreement country list, please see the General Services Administration website at gsa.gov.
If you are authorized by the Postal Service to use U.S. flag air carrier service for your entire trip, and you improperly use a foreign air carrier for any part of or the entire trip (i.e., when not permitted under 41 CFR Part 301-10 Subpart B — Use of United States Flag Air Carriers), your transportation cost on the foreign air carrier will not be payable by the Postal Service.
The Postal Service contracts with a dedicated Travel Management Company (TMC) to handle various travel services, including reservations and ticketing for official business trips. It is mandatory to use this dedicated TMC for all transportation and lodging needs.
When making international travel arrangements, USPS personnel may be required to furnish the approved ITAP Official International Travel Authorization Letter to the dedicated travel agency upon request.
When on official travel, you may fly business class only if the duration of your flight, including layovers to change planes, exceeds 10 hours. The following restrictions also apply:
a. The point of departure and return must be your regular duty station.
b. The flight must utilize the most direct route possible to your destination.
c. The flight may not be combined with a domestic trip.
d. Your approving official must approve of your travel itinerary.
e. To obtain the business class accommodations, you must contact the dedicated TMC directly.
Other seat type upgrades are allowed regardless of the duration of the flight. Travelers may request a seat upgrade (up to $125 per leg of trip) by visiting the airline’s website/mobile app, ticket counter, or self-service kiosk at the airport prior to their flight. These seat upgrades cannot be processed through the TMC’s booking tool or by contacting the dedicated TMC. These upgrades should be charged to the traveler’s government-issued travel card. Charges appear in eTravel as a separate airfare expense and travelers must change the expense type to Seat Upgrade when filing an expense report.
If you travel to a foreign country for the Postal Service, you must complete all the following steps:
1. Claim your expenses by item in eTravel.
a. When charges are populated/assigned to an expense report from the Card Transactions page in eTravel, they are displayed in United States Dollars (USD). A Foreign Currency Exchange Rate Helper appears on the right side of the screen to show you the foreign currency conversion when you click in the “Amount in USD” field.
b. If charges are not populated from the Card Transactions, the traveler must enter the type of currency, foreign currency amount, and enter the exchange rate. The Foreign Currency Exchange Rate Helper also appears to assist with manually created expenses.
i. In such cases, you must attach a copy of the currency exchange conversion to your expense report.
ii. Currency exchange rates can be found at fiscaldata.treasury.gov/currency-exchange-rates-converter.
2. Ensure you have attached all required receipts, including receipts for currency exchange, showing the commission(s) charged and currency exchange conversion rates (matching the dates of your transactions).
3. Attach a copy of your ITAP Official International Travel Authorization Letter to your completed expense report.
If you are traveling to another country, the Postal Service may reimburse you for certain expenses. Some examples include:
a. Fees for passports and visas along with the cost of photographs for passports and visas.
b. Costs for obtaining certificates of birth, health, and identity, and charges for affidavits.
c. Charges for inoculations that you cannot obtain through a federal dispensary.
d. Automated Teller Machine (ATM) user fees and bank fees for cash advances. The use of a government issued travel card at an ATM is only authorized while on International Travel.
e. Commissions charged to convert currency in foreign countries. Be sure to get a receipt that shows the commission charged.
f. Exchange fees for cashing U.S. Government checks or drafts issued to reimburse you for travel expenses in foreign countries. Important: Exchange fees for cashing salary checks or drafts are not allowed in travel accounts.
g. The cost of additional vehicle insurance, such as collision damage waiver insurance, that is required for renting a vehicle in a foreign country.
h. The loss incurred when converting foreign currency back to U.S. dollars when returning to your permanent duty station.
When traveling to another country, you will be reimbursed for your daily expenses according to the per diem rate determined by the U.S. Department of State (DOS) for the specific location(s) you are visiting. These rates are updated monthly by the DOS.
To calculate your per diem, the eTravel system will consider the temporary duty location and the number and type of meals (provided at no cost to the traveler) to be deducted. To claim standard per diem, you do not need to provide receipts or an itemized list of expenses.
Any travel deviations, even those bearing no additional costs, should be approved in advance of an employee’s travel plans. To ensure travel is properly coordinated, unplanned deviations in connection with travel itineraries that are already approved are discouraged.
If an employee on approved Official International Travel (OIT) also engages in Unofficial Foreign Travel (UFT) during their travel, they must use their tourist/personal U.S. Passport (navy blue cover) for the segments of any part of their travel that are not deemed as approved OIT. Employees are prohibited from using their Official U.S. Passport (maroon) for any segment of UFT.
A traveler who engages in UFT is personally responsible for identifying and complying with any visa requirements that may exist for the country of destination they will visit. Specific guidance for this is accessible via the U.S. Department of State’s public-facing website.
If a traveler holds a national security clearance or works in a designated sensitive position, and engages in UFT in conjunction with OIT, they are required to submit their travel request at least 30 days prior to departure on approved OIT.
If a traveler who holds a national security clearance and/or works in a designated sensitive position deviates from their approved OIT, whether due to planned or unplanned UFT or crossing the border into another country unexpectedly, they must report it to the Postal Service as well as the USPIS. This applies regardless of duration of time spent in the deviation location.
In such situations involving unplanned UFT or the unexpected crossing of a border into another country, the traveler should immediately notify their direct supervisor or next level supervisor(s), and security control officer(s) within U.S. Postal Inspection Service — National Security to ensure there will be no issues with departing and/or re-entering the host country. A traveler with a national security clearance or those working in a designated sensitive position must also formally report the full scope of their international travel itinerary within five (5) business days after completing such a deviation by submitting a post-travel questionnaire to USPIS within the International Travel Authorization Program (ITAP) system.
If your travel is for civil defense purposes, you must do all of the following:
1. If you are claiming mileage, show on your expense report the time you departed and the time you returned.
2. On the required statement of allowable subsistence, show whether the government furnished accommodations.
a. Write the following statement: The official travel performed on the above dates was in connection with civil defense and the points visited may not be disclosed.
Be sure to submit your expense reports for civil defense tests or exercises when you complete the travel.
If Postal Service personnel should die while traveling on OIT, the employee notified of the death must contact the nearest U.S. Embassy emergency telephone line in addition to notifying the appropriate Vice President (or Chief Postal Inspector [CPI] for USPIS), or Postal Service installation manager. It is also necessary to inform International Postal Affairs (IPA).
The U.S. Department of State’s Chief of Mission holds the responsibility for all U.S. Government employees in the respective country, including USPS personnel on OIT.
The employing office prepares PS Form 1012 and submits it for payment to the St. Louis ASC Satellite Office in San Mateo, CA. If the family or a legal representative has paid the cost of preparing and transporting the body and personal effects, they are reimbursed when they submit paid receipts. The paying office attaches the receipts to PS Form 1012.
If Postal Service personnel are on OIT and encounter an urgent situation, such as an arrest or civil unrest, they are advised to immediately contact the nearest U.S. Embassy and/or U.S. Consulate’s emergency telephone line for assistance. Whenever possible, personnel should also provide a follow-up notification to the Vice President (or CPI as applicable for USPIS) and International Postal Affairs (IPA).
Under authority of the Chief of Mission, who is the U.S. Ambassador for the respective host country, the DOS will coordinate the evacuation of U.S. Government employees including those from the Postal Service.
All eTravel expense reports must be electronically submitted to the specified approving official. An approving official — or “approver” — is designated for each traveler. The approver has access to eTravel through a personal logon ID and password. The appropriate approving official reviews the electronic expense report. Electronic approval and submission of eTravel expense report to the designated back office signifies the following:
1. The approving official has verified that the transportation and expenses comply with postal policy.
2. The approving official has certified that the transportation and expenses are the most advantageous to the Postal Service.
3. The approving official has verified that all “flags” within a report are explained, and any “remarks” entered by the traveler are accurate.
When an approving official receives an eTravel expense report, they must fulfill the following:
1. Ensure that all charges claimed in the report are reasonable, taking into consideration the specific area where the expenses were incurred.
2. If necessary, the approving official has the option to send the report back to the traveler for further clarification or correction regarding the claimed expenses. It’s important to note that the approver does not have the ability to modify the report themselves.
3. The approving official must verify that the ITAP Official International Travel Authorization Letter is attached to the expense report.
4. Once all necessary checks have been completed, the approving official is required to electronically approve the expense report. This action signifies that the expenses claimed are valid. The electronic approval sends the expense report to Back Office Processing to audit and process payment.
The Back Office Processing team at the St. Louis Accounting Service Center (ASC) is responsible for conducting audits on all International Travel expense reports. Additionally, they handle the processing of these expense reports for payment. If any items on the expense report are found to be inaccurate or missing information, the expense will not be paid, and the traveler will be required to make necessary adjustments.
n USPIS International Travel Office (Global Security): ISOIT@uspis.gov.
n ITAP: itap.uspis.gov/itap-welcome.
n International Postal Affairs: blue.usps.gov/ipa/welcome.htm.
— Compensation and Benefits,
Chief Human Resources Officer, 5-2-24
