REDUCTION IN OVERSEAS TRAVEL

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP89G00643R000800060002-1
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 34
• Document Creation Date: December 23, 2016
• Document Release Date: November 10, 2011
• Sequence Number: 2
• Publication Date: February 17, 1987
• Content Type: MISC

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a
DATE
TRANSMITTAL SLIP
TO: /:)
1 APR 1987
EXTENSION
FORM NO. REPLACES FORM 36-8
1 FEB 56 241 WHICH MAY BE USED.
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 25X1
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United States Department of State
As a follow-up to our meeting on February 18, representatives of
interested executive departments and agencies met on February 27 for
further discussions on improving procedures for regulating official
foreign travel. A consensus emerged for deeding greater responsi-
bility to agencies themselves for controlling the number of visits
and size of delegations, while allowing agencies the maximum
flexibility possible for achieving this goal. Consequently, we have
dropped our earlier proposal that all visits to heavily visited and
high security threat posts be centrally approved by each geographic
bureau of the Department.
Replacing this proposal is a more decentralized system which
takes into account the established travel monitoring procedures of
some agencies, combined with a non-burdensome system of notifying
posts to be visited of the kinds of administrative support requested
by official travelers. Only posts on the heavily visited and high
threat list must be given detailed advance notification, but agencies
at their discretion may have other limitations in accordance with
their internal procedures. The proposed Presidential Directive on
foreign travel, attached to this memo, was redrafted to meet these
objectives. Also attached is the State Department Executive
Secretary's draft memorandum to departments and agencies on
implementing the President's directive.
We would appreciate your comments by March 16.
Willard A. De Pree
Director
Office of Management Operations
Enclosures:
1. Draft Presidential Directive;
2. Draft Memo Implementing President's Directive.
Mr. Dan Childs,
Comptroller,
Central Intelligence Agency,
Washington, D. C. 20505.
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 STAT
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TAB B
APPENDIX I
UNCLASSIFIED
DEPARTMENT OF STATE
w,..., rf'? 0C x+..x,
January 15, 1980
MEMORANDUM FOR ALL DEPARTMENT AND AGENCY
EXECUTIVE SECRETARIATS
SUB'ECT: Notification of Foreign Travel
In his memorandum of September 25, 1979 to Heads
of Executive Departments and Agencies, the President
emphasized the need to reduce official travel abroad.
The President said:
One of the major workload factors at
some posts is the large number or official
visitors who require assistance from our
employees stationed overseas. In order to
reduce the workload and number of employees
abroad, we need to hold the number of
official visits to the necessary minimum.
Accordingly, I am directing all senior
civilian and military executives to make
a special effort to insure that overseas
trips are absolutely necessary. Furthermore,
I an asking the Department of State, in
addition to already existing requirements
for clearing foreign travel at the Assistant
Secretary level and above, to establish a
system for minimizing official travel at
all levels to posts which are from time
to time especially overburdened.
The Department has surveyed its posts and has
identified 33 (Attachment A) which receive visits
from an extraordinarily large number of United States
Government officials. Effective February 1, 196;,
proposals for official travel to these posts by all
employees of the Executive Branch should be submitte,
to the Department of State for coordination. Our
objective is to ensure that such travel is necessary
and planned and timed in the best interests of the
sending agency, of the post concerned, and of our
overall foreign policy.
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-2-
In eonsultaUion with the NSC and OMB,'the
following procedures have been established to meet
the President's objectives:
Requests for travel to the 33 listed posts must
be submitted in writing (Attachment D) approximately
two weeks in advance to the office of the responsible
geographic Bureau of the Department of State (see
list at Attachment B). If, under extraordinary
circumstances, there is not sufficient time to meet
this deadline, please furnish the required information
by telephone to the listed office of the geographic
Bureau. A Department officer will respond to you in
writing' and/or by telephone within five working days.
Requests for travel to Egypt should now be made
under the guidelines of this memorandum.
I would like to emphasize that the procedures
established by the President on December 27, 1977
regarding clearance of all proposed foreign travel
by Assistant Secretaries and equivalent or above
remain in effect. You should thus continue to use
the established system and forms with the Department
of State for all such proposed travel.
Similarly, present procedures regarding travel by
all federal government employees to Taiwan and to
certain Middle East posts (Attachment C) remain sir.
effect-
(
Peter TarPoi f
Executive Secretary
Attachments:
Tab A - List of Travel-Intensive Posts
Tab B - List of Regional Bureau Contacts
Tab C - Memo on Official Travel to Certain
Middle East Countries
Tab D - Travel Request form
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ADDRESS
NUMBERS
1.
4.
3.
3.
5.
2.
5.
2.
5.
4.
2.
1.
5.
6.
3.
4.
ILLEGIB 4.
1.
5.
5.
2.
5.
1.
5.
2.
5.
1.
2.
5.
2.
4.
3.
5.
?
List of
Travel-Intensive Posts
ATTACHMENT A
for Which Notification
Of All Executive Branch USG Official Trave
Abidjan (Embassy)
Amman (Embassy)
Bangkok (Embassy)
Beijing (Embassy)
Belgrade (Embassy)
Bogota (Embassy)
Bonn (Embassy)
Brasilia (Embassy)
Brussels (Embassy)
Cairo (Embassy)
Caracas (Embassy)
Dakar (Embassy)
Dublin (Embassy)
Geneva (US Mission)
Hong Kong (Consulate General)
Jerusalem (Consulate General)
-Jidda (E--asiy) ac.
Khartoum (Embassy)
London (Embassy)
Madrid (Embassy)
Mexico (Embassy)
Moscow (Embassy)
Nairobi (Embassy)
Ottawa (Embassy)
Panama (Embassy)
Paris (Embassy)
Pretoria (Embassy)
COUNTRY
t Reg>>iv-4a A
Ivory Coast
Jordan
Thailand
China
Yugoslavia
Columbia
Federal Republic of Gerrr.anl
Brazil
Belgium
Egypt
Venezuela
Senegal
Ireland
Switzerland
Hong Kong
Saudi Arabia
Sudan
Great Britain
Spain
Mexico
USSR
Kenya
Canada
Panama
France
South Africa
Rio de Janiero (Consulate General) Brazil
Rome (Embassy) - Italy
Sao Paulo (Consulate General) Brazil
Tel Aviv (Embassy) Israel
Tokyo (Embassy) Japan
Warsaw (Embassy) Poland
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ATTACHMENT C
?i/S 7921929
(+~q' DEPARTMENT of STATE
CrICLASSIFIED
Dece-'fiber 1, 1979
MEMORANDUM FOR ALL DEPART'`SENT A.%:J AGENCY
EXECUTIVE SECRETARIATS
Subject: Official Travel to Certain Middle East Countries
formalntravelbadvisorytalertinrt~r.t of State issue_ a
the situation in the Middle East andladvising h
Zers to^ t essential travel be undertaken to-the followingcountries.
Afghanistan, Bahrain, Bangladesh, Iran,
Lebanon, Lybia, Oman, Pakistan,
Qatar, Iraq, Unit!
L~r:iraLes and the Yemen Syria, United Ara!:
situation in Iran and elsewhereuinlthe Middle East, i t-t
clear that official travel in the area by U.S. Governr,e-t
personnel should also be kept to a minimum..
q standing procedure
regardinglforei gnrtravel etetuestsn
and above and their equivalents willrbesinsaffectefortalles
V.S. Government personnel. Accordingly, travel to the above countries by employees of
your agency or department should be submitted to the
Executive secretary of the Department, using the standard
form, a COPY of which is attached.
We will appreciate your eoope ti o in insurin; that
only essential travel is eonsidere
Attachment:
As stated.
Peter Tarnof?
Executive Secretary
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DATE
TO: (Please fill in Department addressee)
SUBJECT: Notification of Foreign Travel
Traveler's Name and Title:
Date of Travel:
Cities/Countries to be Visited:
Purpose:
Anticipated Contact with Foreign Officials:
TOs (Requesting Agency Addressee)
ATTN: (name and phone number of agency contact)
The Department of State has no objection to
this travel.
Remarks:
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t. .
L97S
Degz=mot o. Stata
5U3 C= : Yatic:==ca o ~ : c_ e T =ravel to a .wa::
ac~ive = ? c..ic_=? travel to _ ran lor
any ::,em: e= c= the U.S. Govern-.e. t rees cricr
Ce=artrer.t C.-642. State Consent. under a st-:c_nc a4= e-
IIer .It with the NSC, ~.^.e Cet,ar Will CC~:SL:It as
ci in
^ecesz __~ w .Tat, t..= na Szcu ~t~~ CCU..
rear.-.inq its decisions .
Oecar-..e :t.' S CCraining Clearance
SS:stant- Sec e'z r", ? et,,e_ and a_ove .
PL ease follow the sane ~_oce_ur=_s `o. a.._ travelers co
Taiwan.
aL't o=-t-e5 in a = C---C-al ca: aC :Y =--_ .. a~ .
The C-_-+e~ _s ices cl, -_h_3 C__e.-_-?~--- ate- .. ~i .C
CCD `Zttel clearance -v- 7'a-wan
e_eea_arC_ -.:.C?_.-.._eeS
`- V V
Requests for travel clea_a ce s .outer co ta_n a
detailed -a 1or.aTe for the in CLudino reasons W-*,-?
V. .. -,. -
the function cannot e carried out in. the t:ni -ed S a =es ,
the ric ^.St1tL'''e ^ aiwan, Cr 'cV no -
or t^.-ots;. t
ccver :-tent contract-ors. ?Lease =o=?a=d c? ea=ance =eoues -s
at Least to weeks 46M advance. Of :ass-scan. Sec=ece~ ! evel and
----a=y o-__cers of or cane__- rank s .cu -
in_o plans .r r
oriva_e visits to Tawa n. ?ersC:.- ~e' C:r : ese eve-~
=a_ ave_l to personal reasons w--- C':= SC..3 r
L e a e = ? - =::;'7a--= 7 S =5 5 a -=
.
t:.e State
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aEPAWT M ENT OF STATE
_ w.u+lnttor+. C c. ~5:~
1' 2!ORA~1-li LM
Dist:th tiCC. List
June 14, L7a
S~u::.CT:. NotifiCa =C_n CL = C: C^. :raver
The Presidant I s re :cr an . c= Deco tee= 27 , 1977 a:c
my s bsecuert ne=cra..dt:.. or Ja nua_ry 3, I9i8, su=ercede
the attached assort D==ice directive of J11x_29, I97i
which indicates that "Noti=icaton or Taver _..-..,s
c all gover-L-nen t e:fplevees should be sent directly to
Deoar tent of State regional desks . Current CV1ideli-:es
recu.ire that only officials at the Assistant Secretary
level and accve or the equivalent notify this OemaC .neno.
of intended :ore; g. travel and that these noti:_catiors
be routed to the Executive Sec=eta=iat. =t is not
necessary to send, seoa: ate notification to the Pas s-
;ort D==ice or the racicral desks.
P cedures ccrce=ni.^.c t -e issuance of nc-`ee oass-
oorts as outl ned in the July 29 Pass: c= t Office
directive rs ai^. unchanged.
Z would appreciate your conveying these guidelines
to all those ad.'zniste_ing =cr ign travel wit h n your
agency. In addition, a revis _o_ for use in
:g t notify-
rteet of travels a7=^-ac:.ed to t1 _s nene_andu-z.
..e DePa._ "~`
ExaCut_V?_ Secretary
Teter T .rno==
Attach Len t5
of Decer?.er 27
` -or NYC. .. Cn c _
Z. ?:CCe'1'.:=`~ gL`;??eT =.^.e5 Ll__C3
.ore' ==aver da._d Janua_ > >
ccrc__.._^c
3. New M o anC c_ Jul v 29, 1977,
travel and -:c-fee : ass: c=cs
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0EPA- T'4ENTOF ~~T=
uM.,i-..- =
IIis p c t=c= Lis t
:xecs;,ive Sec= ta= r
C.C
:CZTC' ' re ode?t' s C_?:C==.^?',^....0
'' heads o eXect.tive deoa_t.,e . is and
age_^.cies, a= e=clos4"c a staadard fc Lo. your use
i coti yi this Le;a:t ert o. t=_veL by se?io_ a .:.:-
_ rs. T.he ceca= an will do i =s :est tc
Z `o rect:ests ,W4th?, `five ;:o_'cd -c days o, -ecei
=-s. o-..
o - not_dica t_c:...
i:sc"icie-r t ti. to : _ ovide ~_ _t tee
~e v or o==ice Ma,y gave the _eq,__red :.::or^..=tic
r_at~_ cad , _ ct_
P -, __
d =ic o . Direc-o. c . t:_e sec. =c
by :Lc^e to t -, _
Sta__ (tel. 63Z-031a) . We ask, ?.cweve-', that you
strict y Liozit these oceae rec.:ests to those cases where
?? `~? ,~'i t tC s1: r it a w. itt_i: RO ti=ica t-o:=
,a is 1.r C. er
Ot. ~Xec'.tLVe Sec tari.at wi 1 ~_s cr.d to you f .
Dhcr.e ar.d t;:ez i:i w,iti? S L'si.Zg t e at_aC ed o= ??
Lena=-~.-iert will use is _a_ace_^.cv ~ec::an:s~s ;:i='-
eview=-1 these r
e4e= aD~rODL':aL. .Z +?'
DroCcsed travel to ` e So vi?_t u.. ., ~ e e
case o : :
C C , S
wiT1 =e=e= the Drccosa_ to the : t_ra~je.Cy 'id _?a t _
Coraai ttes for VS_?cviat =-airs ( C~:.jcs) 'Ce=:'_l
ttac.!7=e_ts :
S a -' dar ?o
D?s? '^
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17+E w14tT 1-tCu.5
Dec_:r. e_ 27, 1977
aR DG~2 FOIL Tat:= !E=_',Z5 C?
Cu ' ? fi r = L = 2A:="', N : S N= AG ,'CM='S
??3Z ~' ? 9
Tavel abroad by seaio= a fficia? s o f t e . ede. _? Geve::-
s :^~.'=
B'~'..3t i a- ;a=-.. of the d.-m nab str'c. ic;.' G'0r
of c eicr. PO~.=To irs ur that such t=avel is D1 ?:z.??_
fore
a=d_ ;'red i : the best' :.atsces is c ou= overall
poLic-r, r have. asker the of State to establ_sh
W
a set of erocec'~-es for travel c? a.-:s by szr~cr
A ^ -"istret .or. officials (t0 i.^.c t de ?ss sista t Sacret r'
level and a.bcve or the ecul ala t) . rr`i.^.e = you or se::io
=e= ers of you Leca_:...~ _ o= A e cv a=_ c Tta 1..at~-S a.
trip abroad, you' shcu .d. nO of the .`t?_CL'tive SeC_etari
Of t.''.e ~e art _^.t of State at. least ? 0 4.: =!G1: S days be
w1 r.: fore ~'
tr -ore. r..f ...,.; "c your trove plans
votL ~_~. 3e
cove_.::ent represe ,at=vres, you s'hau c t_?l the Executive
Secretariat about we cur pose o ye'.`r t:---,= and the er;ec __d
date of coca; t':re . The r:epa -=nt o f State will. review
travel plats ard, if aecessa= r, will susses-.
? es ..e..
he De.oa `^..ent will keen the A ista t to the
Natior a? Sect=--y Affairs fo wec o= travel cl tea. s a:nd g i l l
t
=as-.Z_= wit. the National Security Council In rak_ns _se
decisions. After the tr p is cl e3ared, the Seca _-.s :t o=
State will be h c'z to pro?r_de brie=i.=:s cr o`-her sorts of
he:,.; you cay desires..
t :ei= res:cnse, you sheu_-d co ahead w
4ou ..e c = ? cz _?~ T
e
o= Stats Lera -e :- c: i= tre_-_ a__ ~.wz===^ted c__avs
vcur
c=..=er.s :or cm t_=.el wiL
se. a:a .e+1 v by the Cepa=-`rent c = S t=:e .
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TAB C
THE WHITE HOUSE
February 24, 1987
MEMORANDUM FOR THE HEADS OF EXECUTIVE DEPARTMENTS AND AGENCIES
SUBJECT: Foreign Travel by U.S. Officials
Foreign travel by high-level U.S. officials is essential to
the conduct of our Nation's business. Such travel, however,
is in itself a part of our foreign policy. Any such foreign-
travel should be for specific reasons that are consistent with
our overall national security policy and should be conducted
by_a delegation as small as possible.
Foreign travel proposals of officials at or above the rank of
assistant secretary (or equivalent rank) of Executive depart-
ments and agencies are to be submitted to the Assistant to the
President for National Security Affairs for approval. In
addition to official business, this will include any private
foreign travel when meetings with foreign counterparts or
participation in events attracting media attention is a
reasonable likelihood.
with as much advance notice as possible, the Assistant to the
President for National Security Affairs should be furnished
the following information:
Names of senior participants
Objectives of the trip
Itinerary
List of major events, meetings, and
appearances
Upon the completion of such trips or, if appropriate, while
they are in progress, a report should be submitted through my
Assistant for National Security Affairs, noting the response
of host governments to U.S. proposals and other significant
information. Travellers also should be familiar with the
requirements for security briefings and debriefingswhere
appropriate in connection with planned travel.
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TAB D-1
United States Foreign Washington, D. C.
Department of Agricultural 20250
Agriculture Service
February 25, 1987
All USDA Ebreign Travel Coordinators
FROM: Wayne W. Sharp, Assistant Administrator, FAAe
SUBJECT: Travel Clearance for Official USDA Travel
This memorandum reviews the Foreign Agricultural Service (FAS) control system for all
official USDA foreign travel, including USDA travel under USAID contracts or other
TDY assignments. The FAS system stems from a Presidential Directive instructing the
State Department to reduce the burden on U.S. Embassies and Consulates servicing a
growing number of USG visitors. The system also keeps our Agricultural Counselors
and Attaches informed of official USDA travel in countries under their responsibility
(Attachment 1) and identifies possible post assistance limitations and personal
safety problems.
TRAVEL CLEARANCE CATEC,ORIES:
Each country covered by FAS fits into one of three possible categories depending upon
the notification and clearance procedure required (see below and Attachment 2).
We will keep USDA agency foreign travel coordinators advised of changes.
Category 1: Advance Notification of Travel-Countries where the traveler is only
required to notify the Ag Counselor/Attache of the proposed travel (see step 1
below).
Catego 2: Prior anbassy Clearance-Countries for which prior clearance must be
secured the U.S. Embassy through the Ag Counselor/Attache because traveler
numbers are high or personal safety is a factor.
Category 3: State Department Clearance-Countries requiring State Department
approval, usually for political reasons.
PROCEDURES FOR NOTIFYING POSTS AND CLEARIM TRAVEL:
Step 1: Notify the Aq Counselor/Attache of travel particulars, (name,
arvi al/departure dates, purpose, assistance required, in-country travel plans) by
letter, FASTU or State Department cable. Where required, add the words "post
clearance is requested." All such outgoing communications must be initialled by the
appropriate FAS Area officer (see Attachment 3). It is the initiating USDA agency's
responsibility to obtain timely prior post clearances where required. Travel
messages are mandatory and should be timed to arrive at post no later than two (2)
weeks before travel. This will help to avoid last-minute disapproval of travel and
allow time for the U.S. Aq Counselor/Attache to obtain necessary Embassy clearances.
Step 2: Submit a fully completed form AD-750 to the appropriate FAS Area Officer for
initialling. The Area officer will not initial the form AD-750 unless purpose,
flight itinerary, and date of post notification blanks are filled in. For category 1
and 3 countries, pre-c earance requirements must also be completed. The PAS Travel
office will not release passports unless the Area officer has initialled the AD-750
and pre-clearances have been received.
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Algeria ATO
Argentina
Uruguay
Australia
Austria
Czechoslovakia
Hungary
Bahrain ATO
Kuwait-
Oman
Qatar
United Arab Emirates
Belgium
Luxembourg
Brazil
Paraguay
Canada
Chile
*China, People's Republic of
Colombia
Costa Rica
Panama
Cote d'Ivoire
Guinea
Liberia
Senegal
Sierra Leone
Zaire
Denmark
Norway
Dominican Republic
Haiti
Jamaica
Ecuador
Egypt
Sudan
France
Germany, Democratic Republic of
*Germany, Federal Republic of
Greece
Cyprus
Israel
Guatemala
Belize
El Salvador
Honduras
Nicaragua
Hong Kong
Macao
India
Bangladesh
Sri Lanka
Indonesia
Iraq
Jordan
Italy
*Japan
Kenya
Tanzania Zambia
*Korea
Malaysia
Mexico
Morocco
Netherlands
New Zealand
*Nigeria
Cameroon
Ghana
Pakistan
Peru
Bolivia
Philippines
Poland
Portugal
Saudi Arabia ATO
No. Yemen
Singapore ATO
Brunei
(ATO also assists Attaches
in Indonesia, Malaysia,
& Thailand)
South Africa
Botswana
Lesotho
Swaziland
Zimbabwe
Spain
Sweden
Finland
Switzerland
Taiwan
Thailand
Tunisia ATO
*Turk ey
Lebanon
Syria
U.S.S.R.
*United Kingdom
Ireland
*Venezuela
Barbados
Guyana
Netherlands Antilles
Suriname
Trinidad & Tobago
Yugoslavia
Bulgaria
Romania
*These posts have both regular Agricultural Counselor/Attache & Agricultural
Trade Offices
FAS:FAA/RWelton:ram/2/6/87 (A)9643a
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ATTACiMERr 2
CATMORV I: Advance Notification of Travel - This requires the originator to
o
a
ASO
F
State
ab
l
,
le or
C
etter through the appropriate
FAS Area Officer to the respective Dnbassv notifying the
Agricultural Attache/Counselor of intent to travel to a country
under Attache/Counselor responsibility.
Western Hemisphere:
Argentina
Eastern Caribbean Islands
Suriname
Aruba
Guyana
Trinidad & Tobago
Barbados
Mexico
Uruguay
Bolivia
Netherlands Antilles
Canada
Paraguay
Western Europe :
Austria
France
Norway
Belgium
Greece
Portugal
Denmark
Ireland
Spain
England
Israel
Sweden
Fed. Republic
Italy
Switzerland
of Germany
Netherlands
Turkey
Eastern Europe:
(See Category III)
Near East, South Asia and Africa:
Algeria India Pakistan
Bahrain Iraq Saudi Arabia
Bangladesh Morocco Tunisia
Dgypt Nigeria United Arab Qnerites
Southeast and East Asia and Pacific:
Australia Japan New Zealand
Hong Kong Korea Philippines
Indonesia Malaysia Singapore
Thailand
CATEGORY II: Prior Dnbass Clearance - This requires the originator to forward a
FASTO, State Cable or etter through the appropriate FAS Area Officer
requesting clearance from the respective Embassy. The cable or
letter should be addressed to the Agricultural Attache/Counselor.
Western Hemisphere :
Belize
T)cminican Republic
Honduras
Brazil
Ecuador
Jamaica
Chile
El Salvador
Nicaragua
Colombia 1/
Guatemala
Panama
Costa Rica
Haiti
Peru
Venezuela
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..... .......
ATTA( ~'7 2 Ctt4T.
western Europe:
NON REWIRED
Eastern Europe:
(See Category III)
Near East, South Asia and Africa:
(See Category III)
Southeast and East Asia and Pacific:
(See Category III)
CATEGORY IIt: State Department Clearance - This requires the originator to
forward roug FAS the State Department's clearance request
form, properly carmleted:
Western Hemisphere:
Cuba 2/
stern Europe :
NONE REQUIRED
Eastern Europe :
Bulgaria Hungary USSR
Czechoslovakia Poland Yugoslavia
German Democratic Republic Ranania All other East
European dependencies
Near East, South Asia and Africa:
Cote d' Ivoire Senegal
Renva South Africa
Lebanon Sudan
Southeast and East Asia and Pacific:
China
Taiwan
FOOT NOTES :
1/
2/
Embassy clearance request must be sent on State Department Cable marked
LIMITED OFFICIAL USE.
The originator must first call the office of Cuban Affairs at State
Department (telephone [phone]) to arrange for visas and receive other
instructions on how to proceed with the clearance process.
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FAS AREA OFFICERS
Wayne W. Sharp, Asst. Administrator
Foreign Agricultural Affairs
Room 5092-S [phone]
AREA I
NON-EC: G.NICXS
X83, Room 5080-S
Austria, Vienna
German Democratic Republic, Berlin
Poland, Warsaw
Sweden, Stockholm
Switzerland. Bern
Switzerland, Geneva
Turkey, Ankara
Turkey, Istanbul ATO
USSR, Moscow
Yugoslavia, Belgrade
AREA II
NORTH AMERICA: E.BAUER
Zl; KM. 5604-S
Canada, Ottawa*
Mexico, Mexico City
SOUTH AMERICA: E.BAUER
Argentina. Buenos Aires
Brazil, Brasilia
Brazil, Rio de Janeiro
Brazil. Sao Paulo
Chile, Santiago
Ecuador, Quito
Peru, Lima
NEAR EAST: J.WILLIAMS
447--7Q3-Rm. 5098-S
Bahrain. Manama
Egypt, Cairo
FOR POSTS OVERSEAS
Richard S. Welton, Oeputy Asst. Admin.
Foreign Agricultural Affairs
Room 5092-S [phone]
- EUROPE
EC: D.D000LAS
p7-2144, Room 5080-S
Belgium. Brussels
Belgium. Brussels (USEC)
Denmark. Copenhagen
England. London
England. London- ATO
France, Paris
Germany (Fed. Republic of).
Germany (Fed. Republic of),
Greece. Athens
Ireland. Dublin (FN Only)
Israel. Tel Aviv (FN Only)
Italy. Rome
Italy, Rome (FOOAG)
Italy, Milan
Netherlands, The Hague
Norway, Oslo (FN Only)
Portugal, Lisbon
Spain. Madrid
WESTERN HEMISPHERE
CARIBBEAN: F.LEE
447_32ZT Rm. 5084-S
Bonn
Hamburg ATD
Dominican Republic, Santo Domingo
CENTRAL AMERICA: F.LEE
costa ca, San Jose
Guatemala, Guatemala
OTHER BASIN COUNTRIES: F.LEE
oen1a, ivogota
Venezuela, Caracas
Venezuela, Caracas ATO
AREA III - NEAR EAST, SOUTH ASIA AND AFRICA
Iraq. Baghdad ATO
Lebanon, Beirut (FN Only)
Saudi Arabia, Jeddah ATO
UAE, Dubai (FN Only)
AFRICA: J.WILLIAMS
feria, Algiers ATO
Cote d'Ivolre. Abidjan
Kenya, Nairobi
Morocco, Rabat
Nigeria. Lagos
Nigeria. Lagos ATO
South Africa. Pretoria
Tunisia, Tunis ATO
SOUTH ASIA: J.WILLIAMS
Bang adesh, Dhaka
India. New Delhi
Pakistan, Islamabad
AREA IV - SOUTHEAST AND EAST ASIA AND PACIFIC
SOUTHEAST ASIA: L.MOE
098-5
Malaysia, Kuala Lumpur
Singapore, Singapore ATO
Thailand, Bangkok
PACIFIC: L.MOE
'-- stralia, Canberra
New Zealand, Wellington
EAST ASIA: L.MOE
Ana, Beijing
China, Beijing ATO
China. Guangzhou ATO
Hong Kong. Hong Kong
Indonesia, Jakart'
Japan. Tokyo
Japan, Tokyo ATO
Korea. Seoul
Korea, Seoul ATO
Philippines, Manila
Taiwan, Taipei/AIT
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United States
information
Agency
USIA
-ear ~'r. Spiers:
The U.S. Tnformaticn Agency provides the following information in response to
the February 18 meeting at the rlepartment of state at which methods for
reducing overseas travel were ciscussed.
USIA is in full agreement wit:, the Ac-inistration's efforts to reduce
unwarranted overseas travel, Pnc we welcore the opportunity to share with you
some of the rnajor steps we' have taken in the past year to bring meaningful
reductions in Agency domestic and foreign travel.
The enclosed memorandum from Deputy Director Stone to Director Wick clearly
demonstrates the seriousness with which the highest echelons of our Agency
view this matter. The institutional controls established by the Director are
outlined in the enclosed Announc?ment P-!o. 34, "Approval of TDY Travel
Authorizations", and the Agency is in the process of changing our regulations
to reflect this new policy.
Please note that all overseas travel is closely coordinated between the
Geographic Area Offices and our posts overseas; we believe the posts should be
the most effective points of control for USIA foreign travel. After
considering a suggestion raised at last week's meeting, we believe that
creating a State Department clearing point or overall coordinator for State,
USIA, and AID would be cumbersome, time-consuming, and, in the long run,
counter-productive. We feel that State would be able to exercise sufficient
control through coordination with Heads of "Missions.
A concern raised during USIA's review of travel was the size of some recent
official delegations. A concerted effort is made to keep USIA group travel to
an absolute minimum by making the Associate Director for Programs responsible
for coordinating our representation at such events, with the Deputy Director's
approval required for participation at international conferences and summits.
Furthermore, with the exception of the Director and a few ArFARTS--who visit
the Missions only with top managers' approval--the Agency places little or no
demands on Mission staff. USIS staff is the central focus of most Agency
visits.
The Honorable Ronald I. Spiers
Under Secretary for Management
Department of State
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3. Clearance and Field Notification of Travel
Before approving foreign travel, the originating office must
obtain clearance from the post and area. This applies to
contractors and other outsiders on Agency business as well.
The Area Directors will become the central focus point for all
travelers to their posts and should be alert to coordinating
travel and reducing, where possible, the number of travelers.
4. Approval and limitation on Conference and Summit travel
Plans for Agency representation at international conferences
and summits will be coordinated by the Associate Director for
Programs (P). Should a task force be required for a large
conference or summit meeting, the P Bureau will be responsible
for establishing the task force. Participation at all such
special events will be cleared by P with the Deputy Director
prior to final approval.
5. Media elements should pool resources to optimize coverage
at minimum cost..
The media elements should discuss plans with each other and
make a strong effort to pool coverage where possible.
Attachment - TAB - A - Agency officials Authorized
to Approve
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APPROVAL-FOR DOMESTIC AND INTERNATIONAL TRAVEL
Following is a suggested list of Agency officials authorized to
approve travel requests-:
Voice of America (VOA)
__ Associate Director
--Deputy Director
Deputy Director (Modernization)
Chief, News Division
-- Director, Radio Marti
Bureau of Programs (P)
Associate Director
Deputy Associate Director
Director, Press and Publications Service
Chief, Press Division
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- 2 -
Bureau of Educational and Cultural Affairs (E)
Associate Director
Deputy Associate Director
Director, Office of Academic Progams
Director, Office of Cultural Centers and Resources
Director, Office of Private Sector Programs
Director, Office of International Visitors
Bureau of management
Associate Director
uty Associate Director
Deputy d
Director, Office of Administration an Technology
Director, Office of personnel
Director, Office of Security-
TV SERVICE
Television and Film Service (TV)
Director
Deputy Director
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AREA OFFICES
Office of African Affairs (AP)
-- Director
-- Deputy Director
Office of American Republics Affairs (AR)
-- Director
-- Deputy Director
Office of East Asian and Pacific Affairs (EA)
Director
-- Deputy Director
Office of Eurcpean Affairs (EU)
-- Deputy Director
Office of North African, Near Eastern, and South Asian Affairs
(NEA)
-- Director
-- Deputy Director
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Office of the Director
-- Director
-- Deputy Director
Office of the Coordinator for President's US-Soviet Exchange
Initiative (D/R)
-- Director
Counselor of the Agency (C)
Office of Inspector General (OIG)
Inspector General
-- Assistant Inspector General
Office of Public Liaison (PL)
-- Director
Deputy Director
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General Counsel
Deputy General Counsel
ressional Liaison
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United States
Information Announcement No. 34
Agency February 13, 1937
C Washington, D.C. 20547
USIA
APPROVAL OF TDY TRAVEL AMMRIZATIONS
C
This announcement updates Announcement 22 dated February 5, 1986 which revised
Agency requirements for the approval of certain types of travel. Based on the
recommendations of an ad hoc conmtittee composed of M Bureau representatives
and Executive Officers frcan area offices and Bureaus, the Deputy Director
requires the following action to be taken regarding official TDY travel.
1. Types of travel covered by this announcement.
(a) Temporary duty from the United States to an overseas location; (b)
Temporary duty travel to the United States by overseas staff; (c) All TDY
travel in the U.S.; (d) Group travel (travel by more than one person to
one location for the same purpose).
2. Approval of travel requests.
(a) Travel authorization documents can only be approved by those Agency
officials listed in attachment A. This authority cannot be redelegated.
(b) All travel by consultants must be approved by the Deputy Director,
whether travel is specified under the consultant's contract or results from
other arrangements.
(c) Those who approve foreign and--domestic travel requests are personally
responsible for assuring that an absolute minimum number of travelers are
authorized to travel to a given event, conference or project. Agency
elements initiating the travel request are responsible for obtaining the
appropriate approvals before travel authorizations are submitted for final
signature by the authorizing officer in MAST, VOA/AOA, or VOA/NFL.
(d) The approving officer must certify that no satisfactory alternative
means of ccmzminicaticn exists.
3. Clearance and Field Notification of Travel.
(a) The originating office is responsible for obtaining concurrence from
the Post to be visited as well as the geographic area office. This
likewise applies to contractors and other outsiders on Agency business.
The Area Directors will become the central focal point for all travelers
to posts within their jurisdiction, and, in coordinating travel, should be
alert to possibilities for reducing the number of travelers.
(b) Area Directors should also review closely with posts the existence of
any alternate means of communication, such as electronic mail or
conferencing, which would obviate the need for travel.
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4. Approval and Limitation on Conference and Summit Travel.
Plans for any Agency representation at international conferences and
summits will be coordinated by the Associate Director for Programs (P).
Should a task force be required to plan for a large conference or meeting,
the P Bureau will be responsible for establishing the task force.
Participation at all such events will be cleared by P with the Deputy
Director, who will approve participants' travel authorizations. -
5. Media Elements Should Pool Resources to Optimize Coverage at Minimum Cost.
The media elements should discuss plans with each other and make a strong
effort to pool coverage wherever possible --^
6. Forms
The Agency's TDY Travel Authorization form is being revised to incorporate
these requirements
DISTRIBUTION: Y - Domestic Supervisory Level
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Attachment A
APPROVAL FOR DOMESTIC AND INTEFTIONAL TDY TRAVEL
C
The following Agency officials may approve TDY travel authorizations for
personnel in their elements.
Office of the Director (D) -Director; Deputy Director.
Office of the Coordinator for President's US-Soviet Exchange Initiative (D/P)-
Director.
Counselor of the Agency (C)--Counselor.
Office of the Ins ector General (OIG)--Inspector General; Assistant Inspector
General.
Office of Public Liaison (PL)-Director; Deputy Director.
Office of the General Counsel and Congressional Liaison (GC)--General Counsel;
Deputy General Counsel.
Voice of America (VOA)- Associate Director; Deputy Director; Deputy Director
bbdernization ; Chief, News Division; Director, Radio Marti.
Bureau of Programs (P)-Associate Director; Deputy Associate Director;
Director, Press and Publications Service; Chief, Press Division.
Bureau of Educational and Cultural Affairs (E) Associate Director; Deputy
of
Associate Director; Director, Office of Academic Programs; Director, Office
Cultural Centers and Resources; Director, Office of Private Sector Programs;
Director, Office of International Visitors; Staff Director, Board of Foreign
Scholarships; Director, International Youth Exchange Staff.
Associate Director; Deputy Associate Director;
Danaemo (M)-Orand Technology; Director, Office of the
of It Direrecutorr, , O Officce of f
c Admini
Comptroller; Director, Office of Personnel; Director, Office of Security.
Television and Film Service (TV)-Director; Deputy Director; Executive Officer.
Office of African Affairs (AF)-Director, Deputy Director.
Office of American Republics Affairs (AR)-Director, Deputy Director.
Office of Fast Asian and pacific Affairs (EM-Director, Deputy Director.
Office of European Affairs LEI-Director; Deputy Director.
Office of North African, Near Eastern, and South Asian Affairs (NEA) -Director;
Deputy Director.
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Information Agency A. Authorization No. and Date
Amendment No. and Date
t ?
tilted States F
FFICIAL TRAVEL
l No and Date
B Certificate of Approva
Mar.'n This travel is not ordered at your
UTHORIZATION OF O
Agency to perform official travel at Gwem... ro in accordance wan the i~suw....?.- -
you are nere0y you are to Prate are autnonZed? voucners Should be submined t7rompty as
tne Uxcep States Information by law-
autnonzed by..rw- except as prov'SK - is mace for leaves as rth the gulatwns checked beWw
..,.,~., net diem under
provided in the appi~a"1Q'?r 0. OrtlClai ,QL6-11
E. Organization
C. Name
FN Other (speciN) ---~
FS
F. Status: GS 6FAM
G. Regulations: FTR
as necessary
H. Itinerary - - such order and at such times
Rance automatically
and to end on or about
regulations to travel on American flag earners wnere avadaole, Noncompliance automatically
Travel to begin on or about
Travel must be in accordance with existing
eptance of financial responsibility
establishes the travelers acc
J. 1. Purpose of Travel: Category---' (from e of reverse travel side for of each this city page)
2. Description (clearly describe specific Purpos
a Yes
bove will more than one person
5 or 10a is specified a
Hire of Automobile
ARATE SHE
3. If categ0ry 2 _~Taxicabs 3._ __Hire Mileage @
K. Expenditures -PROVIDE JUSTIFICATION ON Comparative b?
Authorized EoP
Poda/K de of nits Excess Baggage -Use of POV: a. -Cost Comp
unt)
1 ? and amo
Mixed Mode of Travel
ense Basis (Specify city 4 and intended use of room)
6. _ Actual Subsistence
off c al Use (Specify city 7 Hire of Room
8. Other
Date
Requesting Otficer/Organizatiorvphone
royal (t certtty that this travel otheessential r means (mail, cable.
M. App
purpose cannot be achieved by
telephone, teleconference. etc.)) Signature
Name
Org
ailable
Funds Av
U.S. Dollar Accounting
FUND-FY-ALLOT-SCC/AC-FUNC RES
Travel
Excess Baggage
Per Diem
Miscellaneous
Total
Travel
Excess Baggage
Per Diem
Miscellaneous
Total
Estimated Cost
This Travel Must Refer to Authorization Number and Date at lop.
ncemm9
C
o
e
IMPORTANT: Every Vouch and Messag ou during travel!
IA-34A 1. TRAVELER'S COPY/Keep with y
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(Insert number in Block J on reverse side)
In order to establish uniformity in the way travel purposes ark'identified on
the travel authorization, travelers should select from the following guide-
lines the travel purpose category which conforms most closely to the travel
being performed. (Reference CMB Bulletin No. 82-11 dated April 19, 1982)
1. SITE VISIT - Travel ,to a particular site in order to personally perform
operational or managerial activities (e.g., to oversee program activities,
grant operations, or management activities for internal control purposes; carry
out an audit, inspection, or repair activity; conduct negotiations; provide
instructions; or provide technical assistance).
2. CONSULTATION (IiIFCRMATICN DING) - Travel to discuss Agency or post
operat:ons, review status reports or discuss topics of general interest. If a
site visit was conducted as part of the same trip, consider the entire trip to
be for the purpose of a site visit.
3. TRA.LNIIZ AZ^'E L NCE - Travel to receive training.
4. SPEECLi OR PP.ESEtiTATION - Travel to make a speech or presentation, deliver a
paper, or otherwise take part in a formal program other than a training course.
5. CCNFERENTCE AT,= DANCE - Travel to attend a conference, convention, seminar,
symposium, or similar event for purposes of representation, observation or
education.
6. RFECC?TICN* - Travel performed in conjunction with a transfer from one
official duty station to another (same as a permanent change of station or PCS
move). This includes new appointees when they are authorized relocation
allowances for reporting to their first duty station.
7. E2,rZ'1!'IE" Tr TRAVEL* - Travel entitlements for which an employee (or
dependent) may be eligible while serving at a duty station outside the conter-
minous United States; e.g., tour renewal agreement travel for the purpose of
taking leave between tours of duty; educational' travel, etc. (This type of
travel is normally performed in conjunction with a travel entitlement resulting
from a change of station assignment or renewal of a tour of duty at duty -
stations located outside the conterminous United States.)
8. SPECIAL MISSION TRAVEL - Travel to carry out a special mission, e.g., move
noncombat military units; provide security.to a person or a shipment (such as a
diplomatic pouch); move witnesses from residence to other locations; travel by
Federal beneficiaries and other nonemployees
9. EINCY TRAVEL - Travel to return an employee from a temporary assignment
location at Government expense to his/her designated post of duty or home, or
other alternate location, where he/she would normally be present to take care
of the emergency situation if the Government had not directed or assigned the
employee to another location to perform official business.
10a. MEDIA COVERAGE - Coverage of events by Agency media offices.
10b. OTHER, TRAVEL - All travel performed for reasons lpurposes) which are not
shown in one of the other ten categories listed above. Even though stated as
"other travel," travel authorization and voucher should also detail specific
purpose.
*Applies to Civil Service relocation/entitlement travel.
For Foreign Service relocation/entitlement travel, use Form IA-34-
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List of Posts Requiring Prior Notification -
For Travel by All Executive Branch Personnel
October -f2;-1986
POST
COUNTRY ADDRESS (Pace 2)
Abidjan (Embassy)
Ivory Coast
1
Abu Dhabi (Embassy)
United Arab Emirates
4
Alexandria (Consulate)
Egypt
4
Amman (Embassy)
Jordon
4
Baghdad (Embassy)
Iraq
4
Bangkok (Embassy)
Thailand
3
Beijing (Embassy)
China
3
Beirut (Embassy)
Lebanon
4
Belgrade (Embassy)
Yugoslavia
5
Bogota (Embassy)
Colombia
2
Bombay (Consulate)
India
4
Bonn (Embassy)
Federal Republic of Germany
5
Brasilia (Embassy)
Brazil
2
Brussels (Embassy)
Belgium
5
Cairo (Embassy)
Egypt
4
Calcutta (Consulate)
India
4
Caracas (Embassy)
Venezuela
2
Colombo (Embassy)
Sri Lanka
4
Dakar (Embassy)
Senegal
1
Damascus (Embassy)
Syria
4
Doha (Embassy)
Qatar
4
Dubai (Consulate)
UAE
4
Geneva (US Mission)
Switzerland
6
Guatemala (Embassy)
Guatemala
2
Havana (USINT)
Cuba
2
Hong Kong (Consulate)
Hong Kong
3
Islamabad (Embassy)
Pakistan
4
Jerusalem (Consulate)
Israel
4
Jeddah (ConGen)
Saudi Arabia
4
Kabul (Embassy)
Afghanistan
4
Karachi (Consulate)
Pakistan
4
Khartoum (Embassy)
Sudan
1
Kuwait (Embassy)
Kuwait
4
Lahore (Consulate)
Pakistan
4
Leningrad (Consulate)
Soviet Union
5
Lima (Embassy)
Peru
2
London
(Embassy)
Great Britain
5
Madras
(Consulate)
India
4
Madrid
(Embassy)
Spain
5
Managua
(Embassy)
Nicaragua
2
Manama
(Embassy)
Bahrain
4
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Manama (Embassy)
Bahrain
4
Manila (Embassy)
Philippines
3
Mexico (Embassy/All Posts)
Mexico
2
Moscow (Embassy)
USSR
5
Muscat (Embassy)
Oman
4
Nairobi (Embassy)
New Delhi (Embassy)
Kenya
India
1
Ottawa (Embassy)
Canada
5
Panama (Embassy)
Panama
2
Paris (Embassy)
France
5
Peshawar (Consulate)
Pakistan
4
Pretoria (Embassy)
South Africa
1
Rio De Janiero (Consulate)
Brazil
2
Riyadh (Embassy)
Saudi Arabia
4
Rome (Embassy)
Italy
5
San Salvador (Embassy)
El Salvador
2
Sanaa (Embassy)
Yemen
4
Santiago (Embassy)
Chile
2
Sao Paulo (Consulate)
Brazil
2
Seoul (Embassy)
Korea
3
Taipei (American Institute)
Taiwan
3
Tegucigalpa (Embassy)
Honduras
2
Tel Aviv (Embassy)
Israel
4
Tokyo (Embassy)
Japan
3
Warsaw (Embassy)
Poland
5
1. Bureau of African Affairs
AF/EX Room 3517
2. Bureau of Inter-American Affairs
ARA/EX Room 3260
3. Bureau of East Asian/Pacific Affairs
EAP/EX Room 4313A
4. Bureau of Near Eastern/South Asian Affairs
NEA/EX Room 4249A
5. Bureau of European/Canadian Affairs
EUR/EX Room 5428
6. Bureau of International Organization Affairs
IO/EX Room 1517
DEPARTMENT OF STATE
2201 C St., N.W.
WASHINGTON, D.C. 20520
PHONE (202)
647-8318/1298
647-4456/3318
647-8289/4474
647-3251/3268
647-6064/6134
647-7721/4571
Declassified in Part - Sanitized Copy Approved for Release 2011/11/10: CIA-RDP89GO0643R000800060002-1
 Declassified in Part - Sanitized Copy Approved for Release 2011/11/10: CIA-RDP89GO0643R000800060002-1
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JAN .,. ; ~S87
United States Department of State
INTER-AMERICAN AFFAIRS (ARA/EX)
Washington, D.C. 20520
January, 1987 - UPDATE
NOTICE: CLEARANCE PROCEDURES FOR OFFICIAL TRAVEL TO ALL
(Applicable to a USG Officials/Agencies; including DY an
ntractors)
BEFORE RPT BEFORE TRAVEL COMMENCES: TRAVELERS MUST CABLE TO - AND - RECEIVE CABLES
CLEARANCE FROM EMBASSY ADMIN OFFICER, for EACH and EVERY A A post where visits are
planned - even when massy assistance is not requested. Cables to post(s) should go
at least two weeks in advance of travel, and must give arrival time and reason for
travel. Post clearance is needed for official travel not only to Post city but for
any city/area within country.
Embassy clearance should be obtained BEFORE Notification of Foreign Travel Form (NFTF)
is submitted to ARA/EX for final approval - NFTF should state that traveler has
received Embassy clearance. (NOTE: if Embassy assistance is requested, cables should
;C be be cleared in advance by ARA desk officer and ARA (.
This procedure covers ALL ARA posts - including those on the OVERBURDENED list as well
as those with security problems, short staffing and heavy visitor loads. (FYI: ARA
posts on the OVERBURDENED and SY list include: BRAZIL, CHILE, COLOMBIA, CUBA, EL
SALVADOR, GUATEMALA, HONDURAS, MEXICO, NICARAGUA, PANAMA, PERU, and VENEZUELA.)
EXAMPLE FOR CABLE FORMAT TO EMBASSIES: PUT ON CAPTION LINE: FOR EMBASSY ADMIN OFFICER.
Pease put: ARA/EX/PM INFO and ARA (desk)(INFO on DIES RIB N line. Cables should
request Embassy send clearance to traveler, ARA EX, and appropriate ARA desk officer.
(TRAVELERS ARE RESPONSIBLE FOR SENDING CABLES TO POSTS FOR CLEARANCES - NOT ARA)
ADDITIONAL RESTRICTIONS/INFORMATION FOR TRAVELERS:
CUBA: Contact Office of Cuban Affairs (ARA/CCA) in advance of travel for guidance.
MEXICO: Advance clearance required from ARA/MEX desk officer. SAN SALVADOR: Embassy
will not give clearances for arrivals after 6:00 PM. NICARAGUA: Visas are required
for entry. As the GON limits the number of seats on all airlines (except Aeronica)
departing Managua, travelers to Nicaragua must reconfirm reservations on flight
leaving Managua before arrival. COLOMBIA: Exercise extreme caution.
PERU: A curfew is in effect between 0100-0500 hours.. CHILE: Curfew hours (0200-0500)
have been reinstated, Mondays through Thursdays. Arriving/departing air passengers
with tickets are exempt from curfew but should stop immediately if ordered to do so by
police or military authorities. Passport or tourist card to be carried at all times.
MARTINIQUE: Clearances must be obtained from both AMCONSUL MARTINIQUE AND AMEMBASSY
PARIS before commencing travel to the island. Visas are required. SURINAME:
Tightened visa requirements and travel restrictions in effect.
Visitors should check with CA and US for updated travel advisories before travel to
any ARA post. Any questions re above: please call ARA/EX Beverly Woods 647-3690, or
appropriate ARA/EX Post Management Officer.
NOTE: ARA REFERS TO AMERICAN REPUBLIC POSTS ONLY (CENTRAL & SOUTH AMERICA & CARIBBEAN).
Pr0e does not apply to private sector visits to foreign private sector or tourists,
recoWW5?A registering_w fi-Embassy/Consulate due to security ravel restrictions.
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Declassified in Part - Sanitized Copy Approved for Release 2011/11/10: CIA-RDP89GO0643R000800060002-1