Travel Procedures

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Introduction

Introduction

The following document provides a detailed explanation of AIHA travel procedures for partnership subagreement travel. Partnership subagreement travel consists of all travel, which is part of an approved partnership workplan and is funded under a partnership subagreement. Procedures may differ for travel relating to events planned by AIHA and funded outside the partnership subagreement.

The U.S. Partnership Representative is responsible for ensuring that travel procedures are understood and adhered to by all personnel. We encourage you to read this document carefully, make special note of all deadlines, and keep it close at hand for future reference.

The proper implementation of these procedures will ensure that trips will be processed smoothly and in compliance with USAID regulations. Should additional questions arise, please contact your AIHA Program Analyst/Associate.

This document describes procedures for travel both from the US to the NIS or CEE and from the NIS or CEE to the US. There are certain areas in which the procedures are different for each type of travel. In these cases the differences are explained.

I. Trip Planning

  • In planning all travel arrangements, partnerships are required to adhere to the Standard Provisions for U.S. Non-Governmental Grantees as detailed in the Partnership Sub-Agreement.
  • We encourage you to use the Trip Check Lists: Travel to the NIS or CEE and Travel to the US (Checklists) as a guideline in planning your Partnership travel. AIHA recommends allowing at least 45 days for making trip arrangements.
  • AIHA also recommends that US to NIS trips be scheduled for at least five working days in country, and that NIS/CEE to US trips be scheduled for at least seven working days in country. Working days do not include weekends or days spent traveling.


II. Confirming Exchange Information

Each partnership exchange must be outlined in the approved Partnership Workplan. AIHA requires that partners use this form to confirm their intent to conduct each approved partnership exchange 45 days prior to the start of travel and to provide details about travel preferences. Partners should attach any required visa application materials and submit them with this form. This confirmation must include projected dates of travel and specific information about each individual who will participate. The two-page AIHA Exchange Confirmation (General Data Form and Personal Data Form, Forms) constitutes the form for confirming official travel.

The Exchange Confirmation Form (Forms) provides AIHA with necessary detailed programmatic information about the exchange and it’s participants and it allows participants to indicate their individual travel preferences. Upon receiving the forms the AIHA Program Analyst or Associate reviews them and forwards them to the AIHA Program Assistant who initiates travel arrangements working with Omega World Travel and AIHA regional offices as needed.



II.a The Exchange Confirmation Form

One AIHA Exchange Confirmation: General Data Form must be completed for each trip, regardless of the number of travelers. The purpose of this form is to confirm basic information regarding the trip, as outlined in the Partnership Workplan. This includes the dates of travel, objective of visit, and other information. The stated objective of the visit should match the objectives outlined in the Partnership Workplan for that trip.

Each individual US traveler must complete an Exchange Confirmation: Personal Data Form. Travelers should print or type this form each time they travel, making certain to include their title, place of employment, date of birth, and passport number. Travelers should use the bottom half of the form to indicate their itinerary preferences. The U.S. Partnership Representative is responsible for completing a Personal Data Form on behalf of each NIS or CEE traveler, making certain to include title, place of employment, date of birth, passport number and itinerary requirements.

The Personal Data Form(s) should be attached to the General Information Form and the entire packet should be submitted directly to your AIHA Program Analyst/Associate via fax or e-mail no less than 45 days prior to the start of travel (e.g. If travel begins on May 15, these documents are due on March 31).

Your Program Analyst/Associate will review the Exchange Confirmation to ensure its adherence to the Partnership Workplan, budget, and other related issues. Changes to a delegation's composition, objective or travel schedule that deviate from the approved Workplan should be discussed in advance with your Program Analyst/Associate.

Upon reviewing the forms and resolving any questions the Program Analyst/Associate will forward them to the Program Assistant who will initiate travel arrangements and communicate directly with the Partnership Representative to finalize them.



III. Arranging Travel

In order to maintain compliance with USAID regulations and to ensure that all AIHA travelers have 24-hour access to a travel agent with extensive NIS and CEE experience, all AIHA travel logistics must be managed centrally by Omega World Travel, which has worked exclusively with AIHA since 1992. Partnership Representatives should initiate travel arrangements by submitting the Exchange Confirmation Form at least 45 days prior to travel. In general, an even longer period of time would contribute to the efficiency and economy of operations. AIHA’s regional offices also provide certain types of logistical support for travelers visiting or transiting through their cities. AIHA Program Assistants serve as primary liaison between Partnership Representative, Omega World Travel and AIHA Regional Offices to make travel arrangements.

Based on the Exchange Confirmation Form the Program Assistant will work with Omega and with AIHA Regional Offices to make tentative arrangements. He or she will send the US Partnership Representative tentative itineraries and hotel information for all travelers. It is the responsibility of the Partnership Representative to review these documents, communicate the tentative arrangements to the individual travelers (or to the NIS Partnership Representative), and inform Omega of any necessary changes as quickly as possible, since prices and availability are subject to change at any time.

Upon finalizing logistical arrangements the Program Assistant will request official approval of arrangements and associated costs incurred directly by AIHA or Omega via the Authorization of Payment form. For details see Section IV: Payment for Travel Expenses.



III.a Overview of Omega’s Services

The Program Assistant works with Omega World Travel to provide the following services for partnership travelers:

  • Arranges all international and US domestic airline travel.
  • Procures all NIS and CEE visas for US travelers.
  • Provides USAID-required travel insurance to all US travelers
  • Arranges overnight hotel stays. (Most partners prefer to make local hotel arrangements directly or to arrange alternative lodging, such as homestays, dormitories or hospitality suites in healthcare institutions. This is especially necessary in many NIS and CEE locations, where hotels are not accustomed to working with foreign travel agents)



III.b Overview of Logistical Support Provided by Regional Offices

The Program Assistant works with AIHA’s regional offices to provide the following types of logistical support as needed:

  • Airport pick-up/drop off and other types of ground transportation for travelers visiting or transiting through regional office cities
  • Local airline tickets not available in the US
  • Hotel reservations for travelers visiting or transiting through regional office cities
  • Meals for NIS travelers transiting through regional office cities on travel to and from the US
  • Visa procurement for all NIS and CEE travelers
  • General assistance communicating with NIS or CEE partners to make logistical arrangements for partnership exchanges


The U.S. Partnership Representative should work with the AIHA Program Assistant to determine whether regional office support is needed, indicating partnership needs and budget constraints. The regional office staff will provide details through the Program Assistant about the arrangements and projected costs. The actual costs incurred by regional offices may be charged against the partnership subgrant and included in the informational report submitted by AIHA/DC on a monthly basis to partners (see AIHA Financial Guidelines) or in some cases the costs may be covered by US travelers during travel.



III.c Changing Travel Plans

While we realize that changes are sometimes unavoidable, AIHA discourages last-minute alterations in travel plans. Please confirm the dates of travel with all participants before submitting the Exchange Confirmation Forms. Final itineraries should be prepared no fewer than 21 days before departure in order to take advantage of reduced airfares. Experience has shown that tickets issued less than 14 days prior to travel are significantly more expensive than those issued further in advance.

It is AIHA’s general policy to purchase refundable tickets, because per USAID regulations, fees associated with changing or canceling tickets are not reimbursable. Should partners decide to purchase non-refundable tickets or tickets with penalties, AIHA bears no responsibility for fees associated with any subsequent changes or cancellations, and AIHA will not reimburse partnerships for such fees.



III.d Fly America

Per U.S. Government regulations, all air travel tickets funded by AIHA must be booked on U.S. flag air carriers, to the extent that service by such carriers is available. This includes tickets booked on codeshared flights as long as the ticket is issued on the U.S. carrier.



III.e Special Contractual Arrangements

AIHA and Omega World Travel have established preferred providers relationships with Delta, Northwest and Lufthansa Airlines. AIHA-funded travelers may use other carriers only to the extent that: (1) The preferred carriers do not serve the location; (2) Using preferred carriers would add an additional leg to the itinerary; (3) Using preferred carriers would add significantly to flight duration; (4) Space is not available on the preferred carriers.



III.f Personal Travel

AIHA will not reimburse Partnerships for personal travel in conjunction with an AIHA trip. Travelers are required to pay in advance any incremental costs for airline tickets, hotel accommodations and other expenses incurred in conjunction with personal travel.



III.g Premium Class Air Travel

It is AIHA policy that employees and contractors, as well as sub-recipients and participants (trainees), who use commercial air carriers for domestic and international travel on official business use Economy Class airline accommodations.



III.g.1 Business Class Air Travel

A traveler may opt for Business Class accommodations in lieu of a rest stop on scheduled flights in excess of 14 hours (including scheduled stopovers of less than 8 hours) on a usually traveled route. It is AIHA policy that Business Class air accommodations, for travel in excess of 14 hours, must be justified by urgency of mission, which shows that the traveler must be ready to conduct business without the benefit of obtaining a rest stop.

Business Class air accommodations may be permitted only with approval from and authorization by the Executive Director, Associate Director, or a Program Director. Circumstances justifying the use of Business Class air accommodations are limited to the following:

  1. Economy Class air accommodations not available;
  2. No space available in Economy Class air accommodations;
  3. Travel by an person with a disability;
  4. Inadequate foreign carrier Economy Class air accommodations;
  5. Security or exceptional circumstances;
  6. Overall cost savings;
  7. Use of frequent traveler benefits; and
  8. Acceptance of payment from non-Federal source.

III.g.b First Class Air Travel

Exceptions to allow the use of First Class air accommodations require a written justification from the traveler, and may only be approved by the Executive Director, Associate Director, or Deputy Director. The justification must clearly state the reasons for the use of First Class air accommodations.

When circumstances beyond the control of the traveler while en route (e.g., schedule changes, grounding of planes, etc.) require the use of First Class air accommodations, the traveler's certification of these circumstances on the Travel Voucher is sufficient.



IV. Payment for Travel Expenses

There are three payment mechanisms for travel expenses related to partnership subagreement travel: (1) with the approval of the US Partnership Representative, AIHA covers expenses incurred by Omega; (2) at the request of the US Partnership Representative, on a quarterly basis, AIHA advances funds to the partnership institution which can be used to cover expenses incurred by or on behalf of travelers in the course of travel (e.g. for meals and incidental expenses, lodging, interpretation, ground transportation, etc.), or to cover other, non-travel related, partnership expenses (equipment/supplies, educational materials, administrative expenses, etc.); (3) AIHA pays for certain expenses directly, with the concurrence of the US Partnership Representative.



IV.a Payment to Omega World Travel

In order to pay for those expenses incurred by Omega World Travel on behalf of the partnership, the Partnership Representative must approve the expenses. Prior to each exchange (but after logistical arrangements have been finalized), the AIHA Program Assistant will send to the US Partnership Representative a completed Authorization of Payment form, which will indicate the expenses foreseen by Omega for the trip. The Representative must approve these expenditures by signing the form, and faxing it back to the Program Assistant. The Program Assistant will record the approval, and forward the form to AIHA’s finance department. Without this authorization, Omega cannot incur expenses on behalf of the partnership. The purpose of this procedure is to maintain the US Partnership Representative’s control over the partnership’s sub-agreement spending.

The US Partnership Representative should identify a secondary person who may sign the Authorization of Payment form, in the event that the Partnership Representative is unavailable. When signing, the secondary person should sign the name of the US partnership representative with his or her own initials beside it [James P. Smith/MS] or he or she should write out both names [Martin Saggese for James P. Smith].



IV.b Sub-Agreement Advance to the Partnership Institution

In order to cover those expenses, which will be incurred by or on behalf of individuals in the course of travel, the Partnership Representative may obtain a Sub-Agreement Advance from AIHA to the Partnership Institution, or they may choose to operate on a reimbursement basis. Partnerships are encouraged to obtain Sub-Agreement Advances on a quarterly basis to cover all anticipated expenses for a given quarter, including travel and administrative expenses, partnership related equipment purchases, etc. The forms and procedures to obtain such an advance can be found with AIHA’s Financial Reporting Procedures.



IV.c Direct Payment by AIHA

There are certain expenses, which must be paid directly by AIHA/DC or AIHA Regional Offices. These generally include: payment for travel insurance (AIG) for US travelers and for Health and Accident Insurance for NIS/CEE partners; and expenses incurred on behalf of partners by AIHA’s regional offices in the course of providing logistical support (see III.b). AIHA will report all such expenditures to partners on a monthly basis (see AIHA Financial Guidelines).



V. Travel Insurance

USAID requires different types of insurance for US travelers going abroad under AIHA programs than for NIS/CEE participants traveling to the US.

V.a Insurance for US travelers

USAID requires that all AIHA participants traveling to the NIS or CEE be insured. AIHA purchases such insurance for each traveler. Travelers should carry the identification card, provided with their tickets, as proof of insurance for the duration of the trip.


Travelers should be aware that, in some instances, they might be required to pay cash up-front to foreign health care providers for their services.


V.b Insurance for NIS/CEE Travelers

All NIS and CEE participants traveling to the U.S. are enrolled by AIHA in USAID’s Health and Accident Coverage (HAC) Program, which is administered by OASYS: Outsourced Administrative Systems, Inc., and underwritten by the MEGA Life and Health Insurance Company. Coverage is mandated by USAID as part of the Participant Training Program, and has a premium rate of $85 per person per month. Travel taking place entirely between the 1st and the 15th of any month or between the 15th and the end of any month is considered one-half of a month, and the premium is reduced to $42.50.

HAC provides for a policy maximum of $150,000 per injury or sickness incurred during the time of coverage, with a deductible of $10 per condition. The policy does not cover pre-existing conditions. Medical evacuation expenses are covered up to $50,000 maximum and repatriation expenses are covered up to $7,500 maximum. HAC also provides for emergency pain relief treatment to natural teeth, up to a maximum of $500 per certificate period, with a deductible of $10 per occurrence. Further information about this coverage can be found in the Health Benefits Guide.

If one of your NIS partners experiences an illness or accident during travel to the US a USAID Participant Healthcare Identification Card (forms) should be taken with them when they go for treatment. The Participant Data Form numbers, required on these cards are assigned on a trip-by-trip basis. They can be obtained from the partnership’s Program Analyst, Associate or Assistant when needed to complete an insurance claim.

Enrollment in HAC is an integral part of the Participant Training Program (see Section VII), and failure to comply with any of the Participant Training Requirements may jeopardize a traveler’s coverage.



VI. Passport and Visa Procedures



VI.a Passport and Visa Procedures for US Travelers

Obtaining a new passport, or renewing an expired one, can take four to six weeks. AIHA is not able to assist in the process of obtaining or renewing a passport, nor can AIHA expedite nor influence the processing of passport applications. Please ensure that each traveler’s passport is current and signed before submitting it for visa processing. As valid passport numbers are required on all visa application forms, all potential travelers, who do not hold a current passport, should immediately apply for one.

All travelers should photocopy their passports and visas and carry the copies with them, separately from the original documents, for the duration of the trip.

VI.a.1 Visa Requirements

Visas are required for travel to all NIS and certain CEE countries. Visa applications and country-specific instructions as to required materials, processing timelines and costs are provided in conjunction with this document (Forms).

The Partnership Representative should advise AIHA as soon as possible if a traveler to the NIS or CEE is not a US citizen, in order to determine whether he or she will need a visa for the destination country.

VI.a.2 Letter of Invitation

Most countries require a Letter of Invitation to process visa applications. It is the responsibility of the U.S. Partnership Representative to obtain an appropriate Letter of Invitation. In most cases such letters can be issued by the NIS partnership institution and should include the purpose of travel, dates of travel, and names, dates of birth and passport numbers of the travelers. (In a very limited number of cases (e.g. for travel to the Moscow region of Russia) a formal Letter of Invitation from the Ministry of Foreign Affairs is required. In such cases, when the NIS partner is not able to be of assistance, the Program Assistant will work with AIHA's regional office to procure the necessary document.) Partners should be aware that certain consulates require travelers to submit their actual passports for visa processing. Others require only a photocopy. Sample letters of invitation are located on the disk included in the Orientation binder.

VI.a.2 Visa Costs

Visa costs vary by country, and according to how much time has been allotted for visa processing. Certain countries’ consulates process visas free of charge. The Visa Application Information for each country indicates visa costs where appropriate (Forms). These charges are subject to change without warning at the discretion of each consulate.



VI.b Passport and Visa Procedures for NIS/CEE Travelers

As with US travelers, please ensure that NIS/CEE travelers have current, international passports before initiating travel arrangements.

In order to comply with the policies established in USAID Automated Directives System (ADS) Chapter 253, AIHA regional staff must obtain visas for all NIS and CEE participants (trainees). Such visa processing cannot be done through a travel agency such as Omega World Travel.


Foreign Nationals attending a training activity in the U.S. and receiving funding from the U.S. Government are required to enter on an Exchange visitor (J-1) visa.


AIHA’s program is covered by this requirement. Expenses related to travel by foreign nationals who attend a training activity on any other type of visa is a non-reimbursable expense. This type of visa contains a minimum two-year residency requirement in the country of origin immediately upon completion of the USAID-sponsored training program. Holders of a J-1 visa may not apply for a U.S. immigrant visa until this two-year residency requirement is completed. The purpose of the J-1 visa is to ensure that all USAID participants return home and fulfill the obligations undertaken by their agreement to the conditions of the Training Program. For more information, see Section VII, USAID Participant Training Requirements.

VI.b.1 Letter of Invitation

In order to obtain a U.S. visa, all NIS and some CEE participants must have a Letter of Invitation from their US Partners. This letter should be typed on your institution’s stationery and include the full name and title of each traveler, dates of travel and purpose of the trip. If available, the traveler’s date of birth and passport number should be provided, as well. The letter must state that the trip is funded, wholly or in part, by USAID and AIHA in conjunction with the US technical assistance program to the country of origin. Finally, assurance should be given that AIHA and your Partnership Institution will assume responsibility for the travelers, including travel, lodging, meals and, if necessary, health care delivery.

This letter should be sent to the NIS or CEE Partnership Representative no less than 45 days prior to travel. Sending the letter 45 days prior to travel provides the NIS or CEE partner with the minimum period of time needed to process U.S. visas. The sooner your partners receive this letter the easier it will be for them to initiate visa processing.

VI.b.2 Visa Application

The J-1 visa application requires that each NIS or CEE Participant completes and signs a Visa Application and a Certificate for Eligibility (IAP-66A). The current processing fee ranges from $20.00-$30.00 by region. AIHA’s regional offices conduct this procedure and charge the expense to the partnership budget. Occasionally US consulates interview travelers prior to granting a visa. In such cases, travelers may incur additional costs in the course of traveling to the closest US consulate for their interview. These costs will vary depending on how far away the partnership city is from the US consulate.

While in the US, NIS and CEE Participants should carry with them a copy of the IAP-66A as well as the stamped Arrival/Departure Record (I-94), which is obtained at the Port of Entry. All NIS and CEE travelers should also photocopy their passport and visa and carry the copies with them, separately from the original documents, for the duration of the trip.

VI.b.3 Return Travel

The U.S. Partnership Representative is responsible for ensuring that NIS and CEE Travelers meet their scheduled return flight. If an NIS or CEE Traveler does not depart as expected, AIHA should be notified immediately. If an NIS or CEE Traveler refuses to return to her/his country, AIHA will immediately advise the Traveler’s Embassy in Washington, DC, the United States Immigration and Naturalization Service, and USAID representatives.



VII. USAID Participant Training Requirements

THIS SECTION APPLIES TO NIS AND CEE TRAVELERS ONLY.

Under U.S. Government regulations, USAID is required to track all participant trainees in each program that it sponsors. Participant trainees in AIHA’s program are NIS and CEE travelers participating in training activities. USAID has contracted with the Academy for Educational Development (AED) and with World Learning to manage NIS and CEE participant approval and monitoring systems respectively. AIHA must comply with very extensive procedures and documentation requirements for NIS and CEE health care professionals traveling to the U.S.

The Participant Training documentation process involves many steps and is extremely time-consuming. This is one reason why it is absolutely essential for the Partnership Representative to submit the General and Personal Data Forms no less than 45 days prior to the month in which travel will begin. At the time when these forms are submitted, both partners should already have discussed and agreed upon the participants in the upcoming exchange. The US Partnership Representative should have sent the letter of invitation (see Section VI.b.1) to his or her partners. These participants will have to submit their participant training documentation 45 days prior to travel and they may require some time to gather their documents and send or deliver them to the regional office.



VII.a Participant Training Procedures

AIHA’s Regional Office will work closely with your NIS or CEE Partners to ensure that all participants complete the required steps before commencing travel. The procedure for meeting Participant Training guidelines is as follows:

1. Each NIS or CEE traveler must pass a medical examination in order to receive medical clearance from the USAID mission. This ensures the traveler’s good health and ability to travel and allows for insurance coverage.

2. Travelers must be enrolled in USAID's Health and Accident Coverage (HAC) Program (see Section V for details).

3. NIS or CEE travelers must apply for and travel on a J-1 visa (see Section VI for details).

4. In some cases, NIS and CEE participants attend a pre-departure briefing conducted by AED/World Learning on the logistical, cultural and training aspects of the exchange trip.

VII.b Tax Reporting

Although AIHA participant trainees are not generally obliged to pay taxes, AIHA must submit an informational income tax return behalf of each NIS or CEE participant detailing all income from US sources received or spent on behalf of the participant while in the US. Compliance with this requirement places several responsibilities on the U.S. Partnership Representative. For complete details on tax reporting, please refer to the AIHA Partnership Tax Tool Kit.

VII.b.1 Forms to be Completed by Participants

The U.S. Partnership Representative must ensure that each NIS or CEE participant completes four federal tax forms. These forms, which can be found in AIHA’s Tax Tool Kit (See Financial Procedures Packet), must be completed at the U.S. Partnership Institution before the NIS or CEE participant departs from the U.S. Please verify that every participant completes the starred items and signs each form. Although participants will not owe taxes, all are required to file an income tax return. The Partnership Representative must keep these forms on file. They are not submitted to the IRS

VII.b.2 Statement of Expenditures

In order to report accurately, AIHA must obtain from the US Partnership Representative a Statement of Expenditures (SOE), detailing the line item expenditures by or on behalf or each participant on a yearly basis. For instructions and details on the required format of the SOE, please refer to the AIHA Partnership Tax Tool Kit (See Financial Procedures Packet).



VIII. Lodging

AIHA can make lodging arrangements through Omega World Travel or through AIHA’s regional offices. Many partners prefer to find alternative lodging (homestays, dormitories or hospitality suites in healthcare institutions). AIHA encourages partners to maximize the impact of their partnership budget by making such arrangements whenever possible.

In the event that NIS or CEE travelers are placed in U.S. hotels, AIHA recommends that the U.S. Partnership Representative advise the hotel, in writing, not to offer the following non-reimbursable services in the travelers' rooms: (1) long-distance telephone calls, (2) pay-per-view movies and (3) mini-bar access. AIHA will not reimburse Partnerships for expenses related to alcoholic beverages and personal entertainment.

VIII.a Allowability of Costs

Occasionally, partnership travel may require an overnight stay en route to the final destination. AIHA will reimburse Partnerships for expenses related to forced overnight stays and for expenses related to lodging in the approved destination city or cities. AIHA will not reimburse Partnerships for extended stays in points other than the destination city or for expenses related to personal travel.

VIII.b Payment

AIHA cannot generally prepay or pay directly for hotels. The only exception to this rule occurs when AIHA regional offices pay for NIS or CEE travelers in transit to or from the US. For example, travelers from the Russian Far East would have to overnight in Moscow on their way to the US and AIHA’s Moscow office would arrange and pay for that expense. For all other hotel needs, partners should use funds advanced by AIHA to the subrecipient institution.

Hotels in the NIS generally do not require a credit card to guarantee reservations, but hotels used in transit through Europe or in CEE may require some type of guarantee. In this case the program assistant will provide a credit card number for this guarantee. The actual hotel charges should be covered by funds advanced to the subrecipient institution.



IX. Baggage/Excess Baggage

AIHA will reimburse Partnerships (or pre-pay) for the cost of transporting partnership-related materials, such as medical and educational equipment and supplies. AIHA will not reimburse Partnerships for the cost of shipping personal items of souvenirs. AIHA requires that the US Partnership Representative submit a list of all partnership-related materials being donated to the NIS or CEE partner. This should be done using the the Baggage Manifest (Forms). The Baggage Manifest is appropriate for detailing smaller pieces or quantities of donated materials, which are being carried as excess baggage. This form provides space for partners to list what is being sent, and to certify that the supplies being sent are in good condition and will not expire for at least six months. The Partnership Representative should submit this form to the partnership’s Program Assistant. AIHA must maintain information about materials donated to NIS or CEE partners, and will use this information to report in-kind contributions to USAID and to inform regional offices so that they can make appropriate on-the-ground transport arrangements when needed.

On most international flights, each traveler is allowed to check two pieces of baggage, each not exceeding 62 inches in total dimensions and 70 pounds in weight. In addition, each traveler may carry on board two pieces of baggage not exceeding 24"x14"x10" in dimensions and 45 pounds in weight. Lost baggage is not the responsibility of AIHA or Omega, and AIHA and Omega are generally unable to assist or expedite the retrieval of lost baggage.

Lost baggage is not the responsibility of AIHA, and AIHA is generally unable to assist or expedite the retrieval of lost baggage.

For larger quantities of boxes or for materials not directly related to a trip, AIHA encourages partners to ship donated equipment and supplies. For information on how to do this, please refer to AIHA’s Shipping/Donation Guidelines.



IX.a Payment for Excess Baggage

If a member of the delegation is not checking baggage, or is only checking one piece, s/he can check a box of supplies as personal baggage free of charge. This strategy will help reduce costly excess baggage fees.

Excess baggage charges are an element of AIHA partnership budgets and will be charged to partnership funds. Excess baggage charges vary by destination. They usually range from $100-$175 per bag. There is also a charge of $75 for pre-paying bags. Like other checked baggage, excess baggage that exceeds 62 inches in total dimensions and 70 pounds in weight will cost more.

Omega can pre-pay excess baggage as needed. The Partnership Representative should inform the AIHA Program Assistant of any anticipated excess baggage and if desired he or she will work with Omega to prepay it. If the Partnership Representative does not pre-pay excess baggage he or she may use funds advanced to the subrecipient institution to pay for it.

Please note that for intra-NIS or CEE travel it is sometimes not possible to pre-pay excess baggage. Travelers should carry sufficient funds to pay for excess baggage on local airlines. They can use funds advanced to the subrecipient institution for these expenses.



IX.a Customs Clearance

Any electronic equipment (medical equipment, professional video equipment, computers) or pharmaceuticals carried or shipped into the NIS or CEE may require special documentation from the government in order to avoid taxes, tariffs, or unnecessary delays in customs. AIHA staff in Washington, DC and in the Regional Offices are available as a resource and can provide Partnerships with information on current regulations. It is the responsibility of the U.S. and NIS or CEE Partnership Representatives to contact the appropriate NIS or CEE Customs Authorities for clearance. More information on customs clearance issues can be found in AIHA’s Shipping/Donation Guidelines.



X. Pre-Departure Briefing

The U.S. Partnership Representative is responsible for holding a pre-departure briefing with all U.S. travelers. The NIS/CEE Partnership Representative should conduct a similar briefing for NIS/CEE travelers to the US. The main objective of this briefing is to inform the travelers of the specific purpose of their trip, to explain how their trip fits into the overall goals of the partnership as defined by the Workplan, and to familiarize the travelers with AIHA’s partnership program and USAID. In addition the US Partnership representative should meet with NIS/CEE travelers upon arrival to review the above and go over the trip agenda.

In the pre-departure briefing, the Partnership Representative should explain the general conditions travelers will face upon arrival. Some points on which the travelers should be advised in particular are: the weather at time of travel; appropriate clothing to be packed; necessary toiletries and basic medications to bring; food that can be expected; food items that travelers might wish to bring, such as bottled water or snacks; and specific cultural information pertaining to the destination country.

Travelers should know whom they will meet in transit and upon arrival at their destination, including partners, AIHA staff members and interpreters. They should be acquainted with the emergency medical evacuation service that covers all U.S. travelers and should know about any safety concerns, and whom to contact in case of emergency. They should also be told how much money will be needed for both business and personal expenses. Remember, old money, traveler’s checks, and credit cards are sometimes not accepted in the NIS and CEE. AIHA recommends that US travelers carry only crisp, new bills (i.e. the new $20, $50, $100 bills).

The Partnership Representative should provide travelers with certain written documents prior to their departure. These should include background information on AIHA’s partnership program and USAID, AIHA’s Emergency Contact List, general information on the destination country, Tips for Travel to the NIS, and information about the Partnership Workplan and the specific objective(s) associated with the trip. The Partnership Representative should add any additional information he or she deems helpful.


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