Free SEAD 3 Reporting Template for FSOs

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.

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.

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.

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.

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.

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 personal 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.

• 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.