The following process is for an employee who is traveling internationally for business or has received approval to work remotely while traveling for personal reasons.
When preparing for international travel, employees should follow the steps below:
- Obtain approval from a direct supervisor.
- Complete an International Travel Request Form (Click here!) before booking your trip. You will need your intended travel dates and reason for travel to fill this out.
- Once submitted, the form is approved/denied by the necessary PG department.
**Only after the form has been reviewed and approved by all parties may an employee secure international travel.** - Book travel through your manager’s/client's preferred choice only if your manager is requiring the travel for your work project. All personal travel that’s been approved by your manager/PG, will be at your expense via your preferred choice.
Duration of Stay:
- Exact/intended departure and return dates must be provided in your request for travel.
- Duration of stay is dependent and must be approved by Populus Group.
- If you are looking to extend the stay, Populus Group must be advised in advance and further approval will be necessary.
Documents to Carry when Traveling for Work:
- Original, signed Passport that is valid for at least six (6) months at the time of entry.
- Copy of the flight itinerary evidencing your entry and departure.
- Additional documentation may be needed to support work authorization status. Please confirm with your PG Representative.
Electronic Resources for EU/UK Travel:
Traveling in the EU or the UK? Please review our important notice about accessing our Electronic Resources!
- When using Electronic Resources, you must always comply with any applicable laws and regulations both on business and personal devices.
- To ensure all personal data is protected and in compliance with security laws, workers cannot access any equipment or online platforms owned or operated by Populus Group/Allegis while in the EU or UK.
- This includes but is not limited to accessing timesheets, W2s, pay stubs, or any communication platforms owned/operated by Populus Group/Allegis.
Helpful Tips:
- It is the employee’s responsibility to maintain a current passport that is valid for at least six months in advance of travel where required.
- The U.S. Department of State recommends that all US travelers should register each time they travel outside of the United States. You can do this at https://step.state.gov/step/. For all other nationalities please check with your embassy or consulate if registration is suggested.
- It is the employee’s responsibility to maintain a current passport that is valid for at least six months in advance of travel where required.
- The U.S. Department of State recommends that all US travelers should register each time they travel outside of the United States. You can do this at https://step.state.gov/step/. For all other nationalities please check with your embassy or consulate if registration is suggested.
Notices for Foreign National Workers
All international travel requests must be submitted and approved regardless of the purpose of travel. These reasons include but are not limited to personal, business, stamping, vacation, etc.
In addition to the standard travel request process above, foreign nationals may also need to complete additional steps depending on their visa type and status of visa.
Stamping:
If you must travel for visa stamping, you will need:
- Populus Group H1 Approval Notice (I-797)
- Copy of the H1 filing (A copy was emailed to you at the time of your filing. If you require an additional copy there will be a $50 fee.)
- Client letter (if not included in your filing, then PG will send this for you, if one was provided)
- Copies of last 4 paystubs
- Travel letter (PG will provide this for you)
If you have a valid consular/travel visa in your passport, you will need:
- Valid passport (with the consular/travel visa)
- Prior H approval from previous employer
- Copy of PG H1 filing and USCIS receipt for transfer (or PG H1 approval if approved)
- Copies of last 4 paystubs
To obtain a consular visa that allows international travel, you will need to schedule an interview at the consulate in your home country. Here is the official list of embassies from the U.S. Department of State (usembassy.gov).
It is important that you see the appointment wait times and how long the Consulate will take to issue a visa: U.S. Visas (state.gov)
Any Visa application can be delayed for background clearances or other issues. Additionally, third-country processing posts may be unable to process the Visa. If this occurs, you may need to fly to your country of citizenship before re-entering the US.
The fees vary among consulates based on currency fluctuations. However, it is usually around $185 USD (list of fees). This fee must usually be paid before the appointment. Instructions on how to make the payment vary, but the information is on each consulate's website.
With every Visa application, you should confirm whether there is an additional fee (a reciprocity fee) that you may need to pay. You can research this at U.S. Visa: Reciprocity and Civil Documents by Country (state.gov). Choose your country of citizenship and scroll down to H-1B/H-4 to determine if there is a reciprocity fee.
Each applicant will also need to complete the DS-160. These forms are available at: DS-160: Online Nonimmigrant Visa Application (state.gov)
Working while abroad
Each country will have a different limit on the time a contractor may stay out of the US while working. Your PG representative will advise based on your specific travel plans.
International Travel Request Form
Tip: Save this link for future use
Questions? Please reach out to us at pgsupport@populusgroup.com