Foreign Travelers - Fedtraveler Profile Creation

Certain travelers (Non-US Citizens) will not have a SS number.  However, because they are not given a flat-fee rate for serving on panels or if invited for other NSF official business anyway, they will not be managed through Guest Travel.  Instead,  Fedtraveler profiles must be set-up.  To initiate a profile in order to create a Fedtraveler Travel Plan (for expense reimbursement), a dummy social security number must be created.  Follow the following guidelines set forth by DTT.

Meeting participants who are non U.S. Citizens without a Green Card must be reimbursed for their expenses (only) in FedTraveler. You will need to obtain a dummy SSN to create a profile in FedTraveler.  Below are the steps for the participants and the program office.   The following criteria was offered by Kim Bryant, Travel Analyst DTT.

The participant must:

1. First register for the meeting in FastLane.

2. Answer “No” to the question regarding the SSN.

3. Answer “No” they are not a U.S. citizen or a green card holder.

4. Will be prompted to put in a foreign address only (no US address or banking information will be accepted).

5. The participant should notify the office that they do not have a SSN and that they are a foreign panelist without a green card.

What the program office must do:

1. Verify in GUEST that the foreign participant has registered for the meeting; they will be a Type 5.  To verify, check “yes” in the registration column in the reimbursement management screen in GUEST.

2. Inform the meeting participant that they will not be receiving flat rate reimbursement and that they must save all required receipts for reimbursement of their expenses.

3. Then send an email to the “DAS Travel Team” email alias requesting that a dummy SSN be created for the participant. The email should contain:

• Participant’s full name

• Meeting ID

• Participant’s email address

• Participant’s Country

• Participant’s Institution

4. DAS will contact you by email within 2 business days with the dummy SSN.

5. Use the Dummy SSN to create a FedTraveler profile, if there is not already an existing profile for the meeting participant.

Provided by: Kim Bryant, DAS Travel Team