International Visitors

WHAT

TVA hosts international visitors as a part of the conduct of its business. International visitors generally fall into two categories:

Business Development
Courtesy visits/referrals/requests from state and federal government agencies

TVA has delegated and distributed the responsibility for hosting international visitors to organizations and business units that are business aligned with the international visitor. If an organization other than External Relations receives a request to host international visitors, the External Relations manager should be notified immediately in order to maintain a log on all international visitors.

Types of Visits

Business Development

The organization or business unit that sponsors a visiting individual or group for business development reasons is responsible for the design, development, coordination, and delivery of all activity associated with the visit. This includes completing TVA form 11605, protocol, Board involvement, security, protection of business sensitive information or processes, logistics, material development, printing, tours to TVA facilities or projects, and use of TVA meeting space. TVA's External Relations Staff maintains an updated and standardized "Orientation to TVA" PowerPoint presentation and video which should be used with all visitors as a general overview of TVA.

Courtesy Visits/Referrals/Requests from State and Federal Government Agencies

TVA receives a number of contacts directly from international visitors who make specific requests for a particular agenda at a particular date and time, as well as referrals and requests from state and federal government agencies. Many times these individuals or groups make their request based upon travel schedules already established by their companies, organizations, or governments.

Requests for courtesy visits should be referred to the Manager of External Relations. Upon receipt of the request, External Relations will contact the appropriate organization or business unit to determine if they wish to sponsor the visit. If so, that organization or business unit becomes the TVA sponsor and is responsible for all activity and support associated with the visit in the same manner as if the visit were for the purpose of business development. If not, the organization or business unit provides the Manager of External Relations with a written explanation for declining the visit to TVA.

WHO

All employees.

WHY

Each year TVA receives a number of international visitors. These visitors may provide business development opportunities or may represent courtesy visits ranging from a general overview of TVA to a more extensive agenda targeting a specific business area. It is important that they be received in an organized, businesslike manner. This requires that visits be properly coordinated and conducted.

HOW

TVA Sponsorship All international visitors require a TVA sponsor. For visitors who are sponsored by an organization or business unit, an employee within that organization or business unit should be designated as the TVA sponsor. The TVA sponsor is responsible for coordinating the visit, notifying other TVA offices as appropriate, and informing the Manager of External Relations. Courtesy visits/referrals/requests from federal, state and government agencies for which there is not a TVA sponsor, should be referred to the Manager of External Relations.

Executive and Security Approval

Upon confirmation of a visit, the sponsor must complete TVA Form 11605, International Travel/Visitor Information, obtain the appropriate Executive Committee member's signature, and distribute by fax within TVA as noted on the form. Attached to the form should be an itinerary (dates, locations, facilities/projects to be visited) and a list of the delegates or visitors with their dates of birth. If the itinerary or delegation changes, TVA Form 11605 should be updated and redistributed with a note included to indicate the new information supersedes the information previously provided.

Board Participation

The decision for Board participation will be made based on a recommendation from the sponsoring organization or business unit. Important criteria for recommending Board participation include the organizational level of the visitor and any past interface with Board members. The sponsoring organization or business unit should coordinate with the Manager of External Relations all activities in preparation for Board member participation in the visit.

Protocols

Any questions regarding protocols about a specific country should be referred to the Manager of External Relations, who will provide resource materials for use with international visitors.

TVA Employees Traveling Internationally

WHAT

TVA employees traveling outside the continental United States on TVA business, including attendance at professional development activities, should complete TVA Form 11605, International Travel/Visitor, acquire the appropriate Executive Committee member's signature, and distribute copies as noted on the form.If a trip is changed, postponed, or canceled, TVA Form 11605 should be updated and redistributed with a note to indicate the new information supersedes the information previously provided.The TVA Washington office will coordinate all applications for passports and visas with the U.S. State Department. The State Department requires that it be notified at least two weeks in advance of foreign travel so that it may obtain entry clearance from the American Embassy in the foreign country being visited. In order to obtain clearance, the Washington office must give the State Department the following information:

Dates and destination of travel
Purpose of trip
Organizations and individuals being contacted or visited
Hotel accommodations

To obtain a passport, employees should provide the Washington office with the following documents:

Passport Application (Form DSP-11) signed and witnessed by an agent of the Post Office or the Federal Clerk's Office
Certified birth certificate or naturalization papers
Two identical passport photos (2" by 2")
Memo including the name, title, schedule, and grade of the employee; short code (in order to charge back messenger fees); date and place of employee's birth; destination and dates of travel; and the purpose of the trip (TVA Form 11605 can be submitted in lieu of the memo)

Employees should allow a minimum of two to three weeks to process a passport application. Visa requirements vary from country to country, and some embassies change their requirements frequently. Always check with the Washington office to determine if a visa is required, and they will provide the necessary forms and application instructions. Employees should allow a minimum of 2-10 working days to process a visa application.

The TVA Washington office maintains an updated copy of the "TVA Handbook on International Travel" with details on required forms, application processes, etc., which is available to employees upon request.

Gifts to or from Foreign Individuals:

Gifts from foreign individuals.
1. From foreign government officials or representatives:
  The Foreign Gifts Act controls acceptance by U.S. Government employees (including TVA employees and their spouses and dependents) of gifts from officials or representatives of national or local foreign governments.
  1. Gifts up to and including $285 in value offered as souvenirs or courtesies may be accepted."Tangible" gifts over $285 may not be accepted personally, but if refusal would cause offense or embarrassment, the gift may be accepted and turned in to TVA. Gifts of transportation, food, and lodging taking place entirely outside of the U.S. may be accepted even if over $285, when approved by TVA. (Travel expenses which do not take place entirely outside the U.S. should be addressed under I.C. below.)
  2. Any gifts accepted under 2. or 3. above must be reported promptly to the Designated Agency Ethics Official staff for inclusion in an annual report to the State Department.
2. Gifts from non-Governmental individuals:Gifts from foreign individuals (including representatives of business entities) not acting on behalf of a government are controlled by the Standards of Ethical Conduct, not the Foreign Gifts Act. The Standards generally prohibit acceptance of gifts from parties which have or seek TVA business. This prohibition is subject to various exceptions, including the following acceptable gifts:
  1. Gifts of $20 or less in value per occasion, not to exceed $50 total value per calendar year from one source. Food, refreshments, or entertainment, the value of which does not exceed the applicable per diem rate, in the course of an official meeting in a foreign area (see I.C. below for items exceeding the per diem rate).
  2. Anything paid for by TVA or furnished pursuant to TVA agreement
3. Special "non-Federal source" rule for travel expenses:
  Transportation, lodging, meals, and related travel expenses which do not meet the criteria of A.3. or B.2. above may with prior TVA approval be accepted for attendance at official meetings. If over $250 in value per employee, information must be reported to the Designated Agency Ethics Official staff for a semiannual report to the Office of Government Ethics.
4. No gift of any kind should be accepted in exchange for being influenced in performing official duties.
Gifts to foreign individuals (governmental or non-governmental):
1. The "Gifts to Foreign Individuals Act" allows federal funds to be used to pay for gifts up to and including $285 value for foreign individuals. Gifts over that value may legally be paid for with non-appropriated funds, but must be reported to the Designated Agency Ethics Official staff for reporting to Congress.
2. No gift of any kind or value should be given to any foreign government official, representative, candidate, or political official for the purpose of influencing any act or decision in order to obtain or retain business. The Foreign Corrupt Practices Act imposes substantial penalties for violations. The Act allows gifts which are lawful under the foreign official's country - for example, the State Department has advised that "goodwill tokens" may be exchanged with Chinese officials, but country-specific current guidance should be obtained. The Act also allows payment of bona fide expenditures such as travel and lodging directly related to promotion or demonstration of products or services or to execution or performance of a contract.

Reporting

External Relations will provide a quarterly report of all visitors to the TVA Board, as well as TVA's annual reporting to the U. S. Department of State.

ROLES

ALL EMPLOYEES

Complete TVA Form 11605 to host an international visitor or to travel outside the continental United States. Coordinate approval within the organization as required. Obtain Executive Committee member's signature. Distribute the form within TVA as noted.
Notify all recipients of the form of any changes in itinerary or visitor list.

External Relations

Coordinates Board member involvement in activities involving international visitors with sponsoring organization/business unit.Maintains database on all international visitors and travelers.Provides quarterly report to TVA Board on current traveler/visitor activities. Provides annual report to the U.S. State Department on TVA traveler/visitor activities. Updates TVA Form 11605. Updates TVA Business Practice 16.Maintains the standardized "Orientation to TVA" support materials-PowerPoint presentation and video.
Screens, monitors, and tracks requests for courtesy visits and referrals/requests.

Designated Agency Ethics Official Staff, Office of the General Counsel

Advises TVA employees regarding laws and ethics standards applicable to acceptance or giving of gifts from or to foreign persons, including gifts of travel, meals, attendance at conferences, or entertainment.
Reports acceptance or giving of gifts as required by law.

Sponsoring Organization or Business Unit:

Determines business development opportunities for all requests to visit TVA. Determines if the Board should be involved with the visitor group. If so, coordinates involvement with External Relations. Coordinates activities with visitor group.
Provides written explanation to External Relations for declining courtesy visits.

TVA Washington Office:

Coordinates all applications for passports and visas with the U.S. State Department.

RESOURCES

Business Development, RSO&E, (865) 632-6690

External Communications, (865) 632-8011

External Relations, (865) 632-8016

TVA Designated Agency Ethics staff, (865) 632-4142

TVA Washington Office, (202) 898-2995

Last Revised 06/2003