Foreign Travel FAQ
- When an outside entity arranges foreign travel, how does the Fly America Act apply?
- What is the 2:1 rule?
- Where do I turn for help while on foreign travel should an emergency (medical or otherwise) occur?
- What precautions should I take for foreign travel?
- How should I handle Laboratory owned equipment while traveling?
- How do I apply for a visa or passport renewal for my upcoming official foreign trip?
- What do I do if I lose my passport while on international travel?
1. When an outside entity arranges foreign travel, how does the Fly America Act apply?
The Fly America Act applies when PPPL pays for the airfare. If PPPL pays upfront and later seeks reimbursement from the outside entity, then the Act applies. If the outside entity purchases the airfare directly, then their purchasing rules apply.
2. What is the 2:1 rule?
When taking personal days on foreign travel, a traveler may not exceed a two business day to one personal day ratio (2:1). Travel days are counted as business days.
Example: If a traveler’s business trip is six days, the maximum personal time they can take is three days.
If a traveler’s total trip is an odd number of days, the total number of days should be rounded down when calculating the 2:1 ratio.
Example: If a traveler’s business trip is nine days, a traveler would round the total down to eight, and would be allowed four personal days.
Exceptions to this 2:1 rule require Deputy Director Approval. Note: The 2:1 rule only applies to foreign travel. Domestic travel does not have to follow this rule.
3. Where do I turn for help while on foreign travel should an emergency (medical or otherwise) occur?
Travelers are encouraged to register with the International SOS service to aide with emergencies. Click here for more details.
4. What precautions should I take for foreign travel?
The Smart Traveler Enrollment Program (STEP) is a free service to allow U.S. citizens, permanent residents, and nationals traveling and living abroad to enroll their trip with the nearest U.S. Embassy or Consulate. Click here to access this service.
STEP makes it easier for the nearest U.S. Embassy, family, and friends to contact you in case of an emergency abroad, whether natural disaster, civil unrest, or family emergency. You can receive important information from the Embassy about safety conditions in your destination country, helping you make informed decisions about your travel plans.
If you are uninterested in enrolling your trip in STEP, you can access the U.S. State Department's alerts and warnings here.
5. How should I handle Laboratory owned equipment while traveling?
If traveling with a laboratory owned laptop, you must log in to the Property Pass Management System and obtain a property pass before you travel. All other laboratory owned equipment that will be used on your trip must be shipped to your destination. Contact the PPPL Shipping Office (x3572) or login to the Shipping Requisition On-line System to complete a shipping request form. Notification must be received in the Shipping Office at least two weeks before your travel date.
6. How do I apply for a visa or passport renewal for my upcoming official foreign trip?
Princeton University's visa provider is CIBTvisas. Check CIBTvisas for information about visa requirements and for assistance in obtaining visa and passports. An overview of CIBTvisas can be found here.
7. What do I do if I lose my passport while on international travel?
Travelers should make themselves aware of the U.S. Embassy locations prior to travel. In the event of any emergency such as losing your passport or otherwise being involved with local government, seek out the nearest embassy immediately.