SEAD 3 Reporting Template for FSOs

Important: This is an administrative intake aid, not an official DCSA form and not a substitute for DISS. Always follow current SEAD 3, DCSA, customer, contract, SCI, SAP, and organizational requirements. Handle passport and other personal information only through approved systems. TravelSEAD does not replace DISS, DCSA, CDSE, or official reporting channels.

Facility Security Officers need a consistent way to collect unofficial foreign travel information before entering the report in DISS. This free SEAD 3 reporting template gives cleared employees and FSOs one organized document for pre-travel intake, internal review, DISS tracking, and post-travel updates.

The editable Microsoft Word file can be customized with your company name, instructions, approved secure submission method, and customer-specific questions. Before distributing it, replace bracketed organization fields and validate the workflow with your security, privacy, cybersecurity, and program leadership.

If you are trying to understand how an intake template relates to DISS, start with the DoD foreign travel reporting form page. For the operational sequence, use the SEAD 3 foreign travel checklist.

What is a SEAD 3 reporting template?

A SEAD 3 reporting template is an internal form used to gather information from a cleared employee who plans unofficial foreign travel. For covered contractor personnel under DoD security cognizance, the employee reports the proposed trip to the FSO or assigned designee. The FSO or designee then submits the required information in DISS or its successor.

The template is not the final government submission. It is the intake layer between the traveler and the security team. A good form helps the FSO confirm that required information is present, document follow-up, and maintain a consistent process across the cleared workforce.

Download the free SEAD 3 foreign travel reporting template

Download the editable Microsoft Word template (DOCX)

The template includes administrative tracking and FSO review fields, traveler and itinerary information, passport details, foreign national companions, planned foreign contacts, an emergency contact, pre-travel security review, post-travel updates, DISS tracking, and certification lines.

Because completed forms may contain personally identifiable information, do not direct employees to send them over an unapproved email or messaging channel.

Pair the Word file with the one-page checklist PDF if you want a traveler-facing reminder sheet in addition to the full intake form.

Why FSOs benefit from a standard intake form

SEAD 3 reporting can become fragmented when travelers send details through emails, chats, spreadsheets, or verbal conversations. A standard template keeps trip details together, separates traveler input from FSO actions, creates a post-travel checkpoint, and supports a repeatable security process.

1. One place for trip details: countries, dates, transportation, passport details, contacts, companions, and emergency information.
2. Clear ownership: the employee supplies facts while the FSO reviews, briefs, and records the report.
3. Post-travel follow-up: itinerary deviations, unplanned contacts, incidents, and unusual events have a documented checkpoint.
4. Repeatable operations: the form complements Standard Practice Procedures, training, secure submission, and DISS procedures.

What information should the template collect?

DCSA's current unofficial foreign travel job aid identifies several core data elements. Your process may require more, but the form should provide a structured way to collect:

• Complete itinerary: every country, travel date, mode, carrier, city, and lodging detail required by your process.
• Passport information: traveler name, issuing country, passport number, issue date, and expiration date.
• Foreign national travel companions: names, nationalities, and relationship or association.
• Planned foreign contacts: expected contact with foreign governments, companies, organizations, or citizens and its purpose.
• Emergency point of contact: name, relationship, phone, and address or location information.

How to use the SEAD 3 reporting template

1. Customize the form. Add organization details, internal contacts, secure submission instructions, and program-specific requirements.
2. Give it to the traveler before departure. The traveler completes pre-travel sections and returns it through the approved secure process.
3. Review and record the report. The FSO resolves missing details, coordinates briefings, and submits the report in DISS or its successor.
4. Reopen the record after travel. Document itinerary changes and reportable developments. Immediate concerns should be reported promptly through established channels.

Special situations the form supports

Emergency travel

When an emergency prevents complete advance reporting, the traveler should advise the supervisor or security representative before departure when possible. DCSA guidance provides for the complete itinerary to be reported within five business days after return.

Unplanned Canada or Mexico day trips

An unplanned day trip to Canada or Mexico by a person residing in the United States is reportable within five business days after return. Planned unofficial travel follows the normal pre-travel process.

Employees residing abroad

A covered contractor employee residing outside the United States reports unofficial travel outside the country of residence. DCSA permits aggregated reports for routinely traveling employees, but the reporting period may not exceed 120 days.

Itinerary deviations

The post-travel section provides space to describe changes from the submitted itinerary. DCSA guidance requires deviations to be reported within five business days after return.

Frequently asked questions

Is this an official DoD foreign travel reporting form?

No. This is a free, editable intake template for an organization's internal process. See DoD foreign travel reporting form for how intake relates to DISS. DCSA publishes official SEAD 3 guidance, while the contractor representative records the report in DISS or its successor.

Does the employee submit the report directly in DISS?

For cleared contractors under DCSA guidance, the employee reports information to the FSO or assigned designee. The contractor representative submits the report in DISS or the applicable successor system.

Is personal travel to Canada or Mexico reportable?

Yes. Planned unofficial travel follows the normal pre-travel process. DCSA also addresses unplanned day trips to Canada or Mexico, which are reported within five business days after return.

What if the itinerary changes?

The traveler should tell the FSO about the deviation. Under DCSA cleared-industry guidance, deviations are reported within five business days after return.

Can an FSO change this template?

Yes. The Word file is designed to be customized with organization-specific routing, retention, privacy, customer, SCI, or SAP instructions.

Related FSO resources

• SEAD 3 reporting requirements — Who reports unofficial foreign travel, what to submit, deadlines, and who enters the record in DISS.
• SEAD 3 foreign travel checklist — Pre-travel intake, debriefs, DISS handoff, and a one-page printable PDF for FSO teams.
• DoD foreign travel reporting form — How unofficial intake forms relate to DISS, what FSOs collect, and which downloads to use.
• Reporting foreign travel with a security clearance — What cleared employees should report, what to do if a trip was missed, and how that reaches the FSO.

If you run unofficial foreign travel reporting for a cleared contractor, see TravelSEAD for Facility Security Officers. TravelSEAD is a commercial workflow tool. It does not replace DISS, DCSA, CDSE, or other official reporting channels.

Official references

• DCSA: SEAD 3 Unofficial Foreign Travel Reporting
• DCSA: SEAD 3 Unofficial Foreign Travel Reporting and Activities Checklist
• DCSA: ISL 2021-02, SEAD 3 Clarification and Guidance
• ODNI: Security Executive Agent Directive 3

Validate this administrative aid against current official guidance and customer-specific requirements before use.