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Frequently Asked Questions about Travel

General Information for Department of Commerce Travelers

  • How do I obtain assistance from the Travel Management Division (TMD)?
  • How do I set up an appointment for an in-person passport appointment?
    • Please reach out to DOCPassportVisaHelpDesk@doc.gov to schedule an in-person appointment. Please specify the purpose of the visit so that TMD can ensure the appointment is set-up with the proper point of contact. 

Travel Cards

  • What authority requires that I use a travel card, and where is it stated?
    • The Travel and Transportation Reform Act of 1998 (Public Law 105-264) mandates the use of the Government Travel Charge card for employees on official government travel. Employees are required to use the travel card for ONLY official Travel-Related expenses away from the official duty station for which a travel voucher will be filed. The DOC Travel Charge Card Handbook implements the mandatory use of the travel charge card by all DOC official travelers.
  • When can I use the travel card?
    • The travel card is only used when you have an approved travel order.
    • The cardholder can use the travel card for Travel-Related expenses.
    • You cannot use your travel card for anyone else’s travel expenses.
    • You cannot use your travel card for personal payments of any kind.
    • If you have more questions, please contact your travel card POC.
  • How do I apply for a government travel card?
    • Please contact your Bureau A/OPC for the Invitation Passcode and Inviters Email Address.
    • Use the following link to apply for a Travel Card at least 15 business days in advance of your travel date: https://home.cards.citidirect.com/CommercialCard.  After accessing the link, follow the steps below to complete an online application.
    • Under new users select "Apply for Card";
    • Select "Invitation Passcode" then click on continue;
    • Type in the invitation passcode, then type in the Inviter's email address then select continue;
    • You will now be at the "User Registration" screen; please follow the questions to complete your application.
    • After completing the User Registration, you will be prompted to apply for a card.
    • Upon completing the registration, complete the following and forward to your Travel POC or AOPC: 
      • Statement of Understanding, signed by you and your supervisor. Electronic signatures are acceptable.
      • The GSA SmartPay Travel Cardholder Training. This is a mandatory requirement for each cardholder before being issued the card and every three years after that. The training is online and can be accessed using the following link: https://training.smartpay.gsa.gov
    • Upon receipt, an AOPC will process the application and forward to Citibank for approval. The total processing and delivery time of your travel card to the address of record is approximately 7 to 10 business days.
  • What authority requires that I use a travel card and where is it stated?
    • The Travel and Transportation Reform Act of 1998 (Public Law 105-264) mandates use of the Government Travel Charge card for employees on official government travel. Employees are required to use the travel card for ONLY official expenses and travel related expenses away from the official duty station for which a travel voucher will be filed.
    • All Department of Commerce travelers are eligible to be issued a travel card.
    • Contract your travel card POC for information.
  • When can I use the travel card?
    • The travel card is only used when you have an approved travel authorization.
    • The travel card can only be used by the cardholder for official travel expenses.
    • You cannot use your travel card for anyone else's travel expenses.
    • You cannot use your travel card for personal payments of any kind.
    • If you have more questions, please contact your travel card POC.
  • How do I make reservations?
    • When you know your destination(s), your hotel choices and your dates of travel, you can make your reservations either in the Electronic Travel System
    • CWTSatoTravel is the Department of Commerce's travel agency except for USPTO. They adhere to the agency's travel regulations and can answer questions that you may have about hotels, car rentals and government fares. For CWTSato assistance, call (866) 789-3443 or (855) 813-2844.
    • Adtrav (SAP Concur) is USPTO travel agency. For reservation/ticketing assistance, please contact Adtrav at USPTO.travel@adtrav.com or Phone: (205) 949-4209 or Toll Free: (866) 866-4810. (Normal business hours are Monday - Friday, 7 A.M. - 10 P.M. (EST).
  • Will I be reimbursed for a seat selection that cost?
    • Generally, the Department of Commerce will not pay for seat selection.
    • Please speak to your travel coordinator if you have further questions regarding payment of seat selection.

Official Travel Reservations

  • How do I pay for my reservations?
    • The Department of Commerce uses a Centrally Billed Account travel card to pay for all airfare, rail or bus usage while on official travel.
    • If approved changes are made to the reservation for any personal reason (airline choice, cheaper fare, vacation, etc) the CBA is no longer used to make payment. You must use your personal credit card to make changes for personal reasons after the approved official ticket has been issued.
    • Your Individual Billed Account travel card will pay for the hotel, taxis, parking, and other travel expenses while you are on official travel.
  • Must I use the Government contract air carrier?
    • Yes, unless your travel meets a specific exception to the program. Exceptions to the mandatory use requirements are contained in § 301-10.107.
  • Must I use the Travel Management Center (TMC) to arrange my travel?
    • Yes, the FTR requires employees to use the Government contracted TMC to arrange official travel.
  • When is the transaction fee charged?
    • The transaction fee is charged when a ticket is issued. Fully refundable contract city pair fare tickets will be issued three business days in advance. All other tickets will be issued when the approved travel authorization is received. Travelers must request the agent to issue a ticket earlier or later, as necessary. An additional transaction fee will apply when another ticket is issued due to a change in the itinerary.
    • Transaction fees change every fiscal year. The updated transaction fee schedule is sent to all DOC travel coordinators no later than September 15th of each year.
  • How do I arrange for premium class travel?
    • All premium travel requests must include a travel authorization and CD-334, Request for Approval of Other than Coach-Class Accommodations, with matching dates and appropriate approval. Please contact your travel AOPC for assistance.

Passports/Visas

  • Do I need an official passport to travel on temporary duty internationally?
    • Yes, all DOC employees must have an official government passport in order to travel internationally on temporary duty. Employees cannot use their personal passports when traveling on official business for the U.S. Federal Government.
  • How do I obtain an official or diplomatic passport?
    • Travelers who have never had a passport issued must complete and sign the DS-11. Travelers who have lost their passport or do not submit their personal passport for identification for obtaining an official or diplomatic passport, must complete and sign the DS-11. IMPORTANT: DS-11 forms must be signed in the presence of a passport issuing agent. Please do not sign the DS-11 prior to your passport appointment.
      • Provide a 2"x2" photo without eyeglasses taken within the last 6 months. The DOC Office of Security provides free passport photos to DOC employees for official government travel. Please send a memo on agency letter head or an email from your immediate supervisor or unit administrative support to security@doc.gov or Security Service Center Appointments to request visa or passport photos. The memo or email must state that the employee is traveling on official business.
      • Submit a Letter of Authorization (LOA) from your agency's authorized signatory.  Submit all documents as single-sided copies.  If your travel date is within two weeks, your LOA must indicate a request for expedited processing in both the subject line and the body of the letter.
      • Evidence of US Citizenship. Provide both the original document and copy. 
      • Government issued photo identification (Drivers License). The passport acceptance agent will require a single-sided copy of both the front and back of the document.
      • Current processing times for SIA issued official passports can be found on the State Department's website here.
    • Travelers who have been issued a personal or official passport may complete and sign the DS-82. 
      • Provide a 2"x2" photo without eyeglasses taken within the last 6 months. The DOC Office of Security provides free passport photos to DOC employees for official government travel. Please send a memo on agency letter head or an email from your immediate supervisor or unit administrative support to security@doc.gov or Security Service Center Appointments to request visa or passport photos. The memo or email must state that the employee is traveling on official business.2
      • Provide a copy of your personal passport or expired/expiring official passport.
      • Provide a Letter of Authorization (LOA) from your agency's authorized signatory.  Submit all documents as single-sided copies.  If your travel date is within two weeks, your LOA must indicate a request for expedited processing in both the subject line and the body of the letter.
  • How are applications for an official or diplomatic passport processed?
    • Submit all applications at least 30 days before the date of travel and 60 days before departure if a visa is needed.
    • When all required items are obtained, please set up an appointment to bring these items to the bureau passport agent.
    • If you work for the Office of the Secretary, applications should be submitted to the Travel Management Division (TMD). Please reach out to TMD at DOCPassportVisaHelpDesk@doc.gov to set up an appointment to drop off your application. 
    • All applications brought to TMD will be couriered to the Special Issuance Agency (SIA) for processing.
  • How do I obtain a visa for travel?
    • NIST, NOAA, CENSUS, ITA, or PTO employees should contact their travel/passport office for guidance and instructions.
    • Office of the Secretary and all other bureau employees should provide all required documents for entry to a foreign country to their bureau travel POC. For OS employees, this is Travel Management Division. The State Department maintains a listing of entry requirements by country at the following link: State Department Country Information Pages
      • Visa Requests can be submitted electronically to the DOCPassportVisaHelpDesk@doc.gov for TMD to process. TMD staff will follow-up if additional information is needed to process the visa request.
    • TMD will request a letter of intent from the Department of State
      • Since each country's embassy has full control over the Visa processing and passport release time, TMD requires a 30-day advance notice when assisting a traveler with obtaining a visa. 
      • For Visa requests made 10 days or less before the traveler is scheduled to depart, the traveler may be responsible for going to the Embassy or Consulate to submit their request in person.