Notification of Foreign Travel (NFT) is a mandatory step in the foreign travel approval process at NIH. An approved NFT is required for all official foreign travel regardless of the source of funding for the trip. The NFT is created automatically as part of the foreign travel authorization. Once the NFT has been pre-approved by the NIH IC (NFT Pre-Approval), it will be automatically routed to FIC for review and approval (NFT Final Approval). To meet established timeframes it's important that NFTs submitted to FIC are complete and accurate.
Upon receipt of an NFT, FIC prepares a cable requesting country clearance from the U.S. Embassy of the country to be visited. NIH travelers should not depart on an official business trip outside the U.S. without receiving country clearance from the relevant U.S. Embassy or Mission overseas. Clearance will be granted for most countries. However, U.S. Embassies may refuse clearance to travelers who fail to send clearance cables in a timely manner, or whose proposed travel includes countries where U.S. citizens may be in danger. Current travel warnings, public announcements and consular information sheets are posted on
travel.state.gov, the U.S. Department of State's travel website.
NFTs must be submitted to FIC at least 30 days prior to travel to allow time for review and approval and for the cables requesting country clearance to be sent. In exceptional circumstances late notification may be accepted with proper justification. Travelers should initiate travel authorizations as soon as they begin to make travel plans to ensure the NFT is forwarded to FIC by IC officials in a timely manner.
Country-Specific Guidance
Multilateral Travel
Any NIH traveler invited to participate in an international meeting hosted by a multilateral organization (e.g., World Health Organization (WHO), Pan American Health Organization (PAHO), Organisation for Economic Co-operation and Development (OECD), World Bank), should provide their travel planner with a copy of the invitation letter as a PDF file. The invitation letter will be uploaded into the travel document by the travel planner.
Fogarty/NIH Passports and Visas Office Information
Where to find the FIC VPO Staff
FIC Visa/Passport Office
Building 31, Room B2C05
31 Center Dr. MSC 2220
Bethesda, MD 20892-2220
301-827-5555
Hours of Operation
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Business hours: Monday through Friday, 8:00 am to 4:00 pm
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Office hours for in person walk-in visa or passport service and other appointments: Tuesday, Wednesday and Thursday, 9:00 am to 12:00 pm
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Drop Box is available every day 24/7
Need to pick up a passport?
- Passports may be picked up during walk-in office hours on Tuesday, Wednesday and Thursday from 9:00 am to 12:00 pm. No appointment is required.
- If you are applying for an official passport and/or visa, you will be notified by your FIC specialist when it’s complete.
- Official passports can be picked up as early as three weeks prior to the scheduled travel dates.
- Remote workers and other staff unable to come to office may include a return FedEx airbill with their passport/visa application or may email a PDF copy of the return airbill to their FIC specialist. Consult with your travel planner or administrative officer for assistance with obtaining an airbill.
- Several ICs with off-campus sites have courier services. Check with your travel planner or administrative officer for assistance.
Need to submit an application or return a passport?
- Applications may be submitted, and official passports may be returned, to an FIC specialist during walk-in hours on Tuesday, Wednesday and Thursday from 9am to 12pm. No appointment is required.
- An in-door drop slot is available 24/7 for application submissions and passport returns.
- The address for express mail or postal mail delivery is:
FIC Visa/Passport Office
Building 31, Room B2C05
31 Center Dr. MSC 2220
Bethesda, MD 20892-2220
301-827-5555 - Official passports should be returned to the FIC Visa/Passport Office within 2 weeks of completion of travel.
Updated October 22, 2024