Fermilab has strict policies regarding travel outside the United States for visa holders. All visa holders planning to travel on Fermilab business and apply for a new visa stamp while abroad must complete the Visa Application During Travel Form.
Please follow the instructions below on how to obtain and submit the form.
Common issues with foreign travel
Unexpected delays in returning to Fermilab after a visa application outside the United States can significantly increase travel costs and work responsibilities. It is crucial to make realistic travel plans before scheduling travel. Review Fermilab’s policy on visa applications during travel.
The U.S. visa application process is unpredictable, and past experiences are not indicative of future visa application procedures. Each consulate has its own procedures, and it is the responsibility of the traveler to understand these procedures. Administrative processing, which involves security clearances before issuing visa stamps, is a risk and can take three to six weeks. No person, organization or agency can speed up administrative processing. All U.S. embassies and consulates are listed on the U.S. Embassy website. The U.S. Department of State (DOS) provides estimates of wait times for visa interviews. Fermilab’s Visa Office has helpful instructions on the complete visa application process.
The unpredictability of the U.S. visa application process can significantly affect travel arrangements and costs. It is the traveler’s responsibility to comply with Fermilab’s Travel Office procedures and to have the Travel Office and Visa Office know and approve travel and visa application plans.
Procedure prior to travel
Read the from in its entirety, including the second page.
Read the instructions for signing the form, then properly complete and digitally sign the visa application during Travel Form. If the link to the form is disabled, please contact Heather Foy.
Submit the properly completed form to the Visa Office 100 days prior to the proposed travel (for conference attendees) or 45 days prior to the proposed travel (all other situations).
Complete your travel authorization form in accordance with Fermilab’s Travel Office timelines and policies. Include this form in your travel packet.
Email your host and Fermilab’s Visa Office at VisaOffice@fnal.gov with your proposed dates of departure and return, as well as the purpose of the trip, as required by DOE rules.
Provide copies of all visa-related paperwork, such as but not limited to, copies of new visa stamps, new admission stamps in your passport, and print-outs of your electronic I-94 record, to the Visa Office by uploading these to your online profile at app.docketwise.com Do not email any documents.
Plan your travel with your manager, so that contingency plans can be made for you, your work, and your department should your return be delayed.
Translate the page
If you need to translate the web page, it is recommended to use the Google Chrome browser. On the right of the address bar, click translate and select your preferred language. Google Chrome will then translate the webpage.
Si necesita traducir la página web, se recomienda utilizar el navegador Google Chrome. A la derecha de la barra de direcciones, haga clic en traducir y seleccione su idioma preferido. Luego, Google Chrome traducirá la página web.