Outgoing Classified Visits Process


DCSA processes international outgoing visits for cleared U.S. contractors – traveling to classified sites or attending classified meetings, which are classified up to and including the Top Secret, collateral level. Unclassified meetings or unrestricted sites should be coordinated directly with the point of contact at the site to be visited; this is not the case for every country, so be sure to review the tab for country specific requirements.  DCSA only processes requests to non-U.S. locations, and does not process requests to U.S. Embassies, U.S. Military sites or U.S. Naval vessels docked overseas.

Download the appropriate visit request template for the country to be visited. The security office should work with the traveler to complete the visit request.  The Facility Security Officer (FSO) or Security Officer must review the document for completeness and accuracy prior to submission.  The security office will submit the visit request via AMRDEC Safe Access File Exchange, fax it to 571-305-6010, or email a scanned and secured pdf to DCSA.RFV@mail.mil. The DCSA Request for Visit mailbox cannot open encrypted emails. Choose only one mode of transmission, when submitting a visit request to avoid duplication. Documents containing PII should never be sent via open email, without first securing the file.

The ongoing outbreak of COVID-19 has impacted countries differently and prompted some governments to implement new travel restrictions and policies. Please review the Department of State's travel advisory and country information page on https://travel.state.gov/content/travel/en/traveladvisories/traveladvisories.html/ and the CDC Travelers' Health page on https://wwwnc.cdc.gov/travel/ for all countries and regions where you plan to travel.  Prior to departure we strongly urge travelers to coordinate with the Foreign Government point of contact for approval and to ensure events have not been cancelled or postponed.

For an overview of the international outgoing visits process for cleared U.S. contractors, please read the fact sheet

The foreign governments will only accept the visit requests templates below.  All other templates will be rejected.

Submit one visit per project or/ contract, and include all the visitors performing on that project or contract. Visits comprising of more than 30 visitors or 30 sites, must be split into multiple requests. When submitting multiple requests, send one visit request per submission. Visits will not be accepted more than 90 days in advance of the start date.

The Security Office must check with the travelers to determine whether they will be hand carrying classified material to or from the site they are visiting and select the appropriate box in the specified area on the visit template.  Visit requests without the box selected will be rejected.  A hand carriage plan is required to be submitted to your DCSA, Industrial Security Representative, if visitors are couriering classified. Reference: 32 Code of Federal Regulations (CFR) 117.19(d6).

DCSA will certify the personnel security clearance of each traveler. Interim security clearances are not recognized by foreign governments, therefore visitors should have a final clearance at the time visit is submitted to DCSA. Individuals without security clearances should not be listed on the request. The visit request will be rejected by DCSA if the request contains errors, requires additional information, or fails to provide the required DCSA processing and Country lead time (this applies to emergency visit requests as well, see Emergency Visit Requests). During processing, a visitor whose personnel data and/or clearance  is found to be incorrectly listed, will be removed prior to DCSA submitting the visit request to the Foreign National Security Authority/Designated Security Authority for processing and approval.
Once DCSA has processed and submitted the visit request to the appropriate Foreign Government; DCSA will notify the point of contact, that the visit has been processed, via the email address provided when request was submitted. DCSA does not approve visit requests; it is up to the Foreign Government to accept and approve the request.  However, it is the contractor’s responsibility to obtain a written disclosure determination from a principal or designated disclosure official, or to obtain a DOS (Department of State) approved export license. To verify approval of the visit request, please coordinate with the foreign site POC prior to departure.
The contractor is obligated to submit an amendment to our office for any personnel clearance changes and whenever a visitor is removed from the contract or has separated from the company. (See Amendments)

 

IMPORTANT:
  • DCSA requires 5 business days in addition to the Foreign Government lead time to process a visit request.
  • Visits will not be accepted more than 90 days from the start date.
  • **Country lead times are subject to change at the discretion of the Foreign Government. **
  •  

Each individual country has its own specific lead time requirements for processing a RFV.  Each individual country also has the authority to change lead times without notice. Countries typically require a minimum of 30 calendar days lead time to process a visit. However, some notable exceptions include:

  • Italy (40 days) *No emergency requests
  • Sweden (45 days)
  • United Kingdom (45 days)

 

 

 

 

In addition to the foreign government lead times, DCSA requires five (5) business days (which does not include weekends or federal holidays) to process a visit request.

Note: The business day the visit is submitted and the visit start date DOES NOT count toward processing or country lead time.

For the most current information on lead times and requirements associated with outgoing classified visits, email DCSA.RFV@mail.mil.

Canada

All visit requests must include the site POC and security officer information (name, phone number AND an email address) in Annex 1. If block 11 access required indicates NATO, then a NATO Security Clearance Certificate (NSCC) must be submitted for each visitor. Submit one visit per project/contract and include all the visitors on a 1 year less a day visit. When adding or deleting visitors, submit as an Amendment and not a new request. (Refer to Amendments section for additional information).

Israel

Recurring/Yearlong visits are not to exceed the last day of the current calendar year, (e.g., 31 December, 20XX). Unclassified visits require a RFV,*please annotate block 7 as “Unclassified Discussion/Classified Site” * Visits to Government Locations and Industry sites cannot be combined into one visit request. All requests must include the Security POC information (name, phone number AND an email address).

Japan

Visits to Ministry of Defense (MOD) sites cannot exceed 6 months in duration. MOD and Industry sites must be on separate requests if the Industrial site requires a yearlong visit. Amendments are not permitted

Netherlands

Visits to Defense Locations and Industry sites cannot be combined into one visit request.

Norway

 If access required indicates NATO, then a NATO Security Clearance Certificate (NSCC) must be submitted for each visitor listed on the RFV.

Spain

Classified sites must include the level of access required.
(e.g., Confidential, Secret, Top Secret)

United Kingdom

All classified requests must include the UK Ministry of Defense/Government Sponsor point of contact information (name, phone number AND an email address) in Annex 1.

UK Emergency visits must be submitted within 10 business days of start date. The business day the visit is submitted and the first day of the visit start date does not count toward processing or country lead time.

Security Managers are responsible for verifying the visitor information in DISS coincides with what is on the visit request template. Incorrect or missing information will result in rejection of the visit request and or the removal of the visitor(s)

Visits will not be accepted more than 90 days from the start date

Visits not meeting the Country required lead time will be rejected unless it meets the requirements outlined for emergency visits (See Emergency Visit Requests)

If the Foreign Government Accepts Emergency Visits:
  • An Emergency visit cannot exceed 30 days in duration
  • Must relate to a Gov’t approved contract, International projects/programs, or Request for Proposal
  • RFV submission MUST include Letter of Justification from Government Agency/Site Visited
  • RFV can only be Approved as a single, one-time visit
  • Emergency visit authorizations cannot be amended
  • Dates on the visit request need to match the dates provided in the emergency letter, do not account for travel days

Some Foreign Governments may accept a visit request that does not meet their lead time, on an emergency basis. Emergency visits require a minimum of (5) business days for DCSA plus (5) business days) for Foreign Government processing. The business day the visit is submitted and the visit start date DOES NOT count toward processing or country lead time.

To qualify as an emergency, the visit must relate to a specific Government-approved contract, international agreement or announced request for proposal, and failure to make the visit could seriously jeopardize performance on the contract or program or result in the loss of a contract opportunity.

Emergency visits are approved only as a single, one-time visit, and cannot exceed 30 days. Emergency visits cannot be amended.

An Emergency RFV must be accompanied by a justification letter from the Government Agency or site to be visited when the specified lead time cannot be met. Reference: 32 Code of Federal Regulations (CFR) 117.19(e)(2)(i)(D)

Emergency Letter of Justification Requirements:

  • Justification letter must be on Government Contracting Agency (GCA) or foreign official letterhead and signed by the GCA or foreign site to be visited. Emails are acceptable, permitted they have the official signature block from the GCA program manager or foreign site POC.
  • State the reason for the emergency visit and express why it cannot be rescheduled for a later date.
  • The letter of justification should be specific to the visit (visitors, company name, program/project).
  • Identify the beginning and ending dates of visit.
  • Agendas or Letter of Invitations are not considered an emergency justification letter.

 

Not all countries permit amendments; it is at the discretion of each foreign government. Visit requests that have been approved or processed may be amended only to change, add, or delete names. Amendments cannot be used to add sites to a previous request. An Amendment cannot extend the visit beyond the original end date. Amendments requesting earlier dates than originally specified shall not be accepted. Emergency visit authorizations shall not be amended. Reference: 32 Code of Federal Regulations (CFR) 117.19(e)(2)(vii)

When amending to add visitors, do not include the visitors from the original submission. The start and end date of the amendment must match the original submission. List the arrival date in the remarks section for the added visitor(s). Include the visit ID/reference number of the visit request you are amending, as well as the amendment number (e.g. 1 for the first amendment, 2 for the second, etc.). The maximum number of amendments per original visit request cannot exceed 10.

A facility is required to submit an amendment to remove a visitor upon separation, removal from a contract, or loss of eligibility. List the removal date in the remarks section and place “removal” in place of the visitor’s security clearance. Include the visit ID/reference number of the visit request you are amending, as well as the amendment number (e.g. 1 for the first amendment, 2 for the second, etc.).

Submit an amendment to cancel an approved visit request. In the remarks section indicate the reason for the cancellation.

The minimum lead time for amendments is (10) business days.

Note: Resubmitting a rejected request with corrections, is not considered to be an amendment.

Visit requests to NATO Sites cannot be submitted by your company via DISS or in a visit request directly to NATO. A visit request is required to be submitted to DCSA for processing.

Access to NATO classified information requires a final PCL at the equivalent level. All visitors must be NATO briefed annually and NATO access must be in DISS before visit submission. Some NATO sites may require a NATO Security Clearance Certificate (NSCC) to accompany the RFV. (e.g. SACT, SHAPE and NCIA in Belgium) To verify whether a NSCC is required, email DCSA.RFV@mail.mil.

All visits to NATO Sites require NATO access regardless of the level of classified to be discussed. Visits that list a non-NATO level will be rejected. All visitors must have NATO access listed on the security clearance field in the particulars of visitor section of the visit request template. NATO clearances need to be in the correct format (NATO Confidential, NATO Secret, and COSMIC Top Secret).

Note: Visits to NATO sites require five (5) business days processing time. Exception: SACT requires (15) fifteen business days processing time.