Oregon State University

Travel SOP

  1. Visas
  2. Passport (2 blank, consecutive open pages, 6 mo. of validity)
  3. Accounting office forms
    1. Travel Authorization Forms (1 per individual, turned in to department authorizer (Connie Caranto for Microbiology, if others, to their own, but we need to make sure the two are aware of the arrangement before they get the approval request). The form itself says to turn in to 306 Kerr (OPAA), but Connie will get it there after she reviews it.
  4. Risk Management Forms
    1. Travel Registration (Apple's Preview doesn't work; needs Adobe)
    2. Possibly need to fill out supplementary insurance form (1.99 per day)
  5. Arrange Exports
    1. CITES applies to all coral fragments identifiable to genus regardless of size, and to all fragments regardless of identifiability above 3 (?) cm in size.
      1. CITES sometimes takes months to process (for example at Gump in Mo'orea)
      2. Requires an exact list of species, number of fragments, and sizes
      3. CITES specimens must be inspected by USFWS on arrival in the US, at a designated Port of Entry. This must be arranged 48 hrs in advance with submission of a declaration form including numbers and sizes that match the CITES form.
    2. Non-CITES animal products (including coral DNA) can be declared after the fact and imported through any port.
    3. Foreign shipping companies do not get along with dry-shippers, but domestic companies and airlines don't seem to have any issues when you check them, as long as you show them the letter from Delta saying they're cool.
  6. Purchase flights through Azumano
    1. Fly America Act applies for all flights funded by NSF, NOAA, or any other Federal agency, with varying options for waivers depending on location
      1. If flights are more than 24 hours different it can be waivered.
      2. European countries, Australia, and Japan have a special Open Skies Agreement where the FAA doesn't apply to their airlines [meaning we're basically just discriminating against the third world], but the travel agency and accounting people will probably not know this and will require proof.
      3. Connecting flights and other flights between two foreign countries are eligible for waiver if delays would be longer than 6 hours or cause more than 2 additional layovers
      4. Annex 3 of the 2007 EU Open Skies Agreement states the exceptions for EU carriers
      5. <<Fly_America_Act_Waiver.doc>>
    2. Azumano will need passport and other info.
      1. Passport photo
  7. Dive plan to Kevin
    1. Give a couple weeks so that the DCB can review it.
    2. Extra time may be needed to dive with non-AAUS people. They will need to send proof of equivalent training and Kevin might need a bit more justification and planning.
    3. Non-OSU AAUS divers will need to send Kevin a LOR from their home institution that includes proof of training, proof of medical, and acceptance of reciprocity.
    4. We need to send our own LORs to the DSO of the local institution.
    5. Explain management of unassociated divers (such as recreational divers on same vessel, managing time or interfering, or doing stupid stuff like hanging out on the surface next to the boat while people are entering the water).
    6. Dive plan should include possibility of 'special' dives with plans for them.
      1. Night dives require training, equipment, forethought
      2. Deep dives require training and extra planning
      3. Currents, drift dives, etc.
    7. Local hazards (poisonous Australian things, large munchy crocodilian and sharky things, recreational boat traffic, shipping lanes to avoid)
    8. Include boating plans and boat safety, including use of anchor, mooring ball, or live-boating
    9. Research closest medical center and decompression chamber
      1. Phone numbers
      2. Travel time
      3. Travel plan
  8. Airport parking coupon
  9. Reimbursements afterwards using TRES

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