TraiNet and Visa Compliance System Support United States Agency for International Development

 

Newsletters / Announcements

Participant Training and Exchanges team contact and main areas of responsibility Announcement Date: October 8, 2018

USAID Exchange Visitor Visa Compliance, TraiNet/VCS and ADS Training - New Dates Announced Announcement Date: May 18, 2018

To all TraiNet/VCS users,

Please note that as of Friday, March 30, the TraiNet/VCS help desk email address is changing from TrainetSupport@riverainc.com to TrainetSupport@usaid.gov. Please be sure to send any new help desk requests to the new email address as of March 30. If you sent a message to the help desk this week and you have not received a response, please forward your request to TrainetSupport@usaid.gov

All TraiNet/VCS website addresses remain the same.

Announcement Date: April 16, 2018

Last Call to Finalize FY 17 Participant Data in TraiNet

As you are aware, data for participant training is to be entered within 30 days after the end of each FY quarter. However, as in past years, we are giving all implementers and missions a chance to review all data and make sure everything has been entered for the mandatory InterAgency Report (IAWG) to Congress that showcases USAID training activities.

This is the Last call to finalize the TraiNet data for FY 17. Please review the notes below and update all FY 17 as needed by May 11, 2018.

  • In-country data for programs of 16 contact hours or more is mandatory. Sponsoring Units must enter data in TraiNet for any in-country training programs or sub-programs of two consecutive class days or more in duration, or 16 contact hours or more scheduled intermittently. However, Sponsoring Units should report any and all other in-country training events that are critical to their development effort - the more data that is entered the more complete the sponsoring unit's portfolio will appear.

  • R1's are reminded that in-country and third-country data is to have been entered by program length, not by the length of the award. We are still finding short programs showing as long-term (6 months or longer) because the award dates are being used, not the actual training dates.

  • All training costs regardless of location are to be entered as U.S. dollars.

  • NO U.S. citizen data may be entered.

  • If you sent individuals to the U.S. on an exemption of the use of a J visa as detailed in ADS 252, you must make sure a copy of the signed exemption has been sent to Linda Walker (lwalker@usaid.gov) and that the individuals listed on that form have been entered into TraiNet, but not submitted to VCS. If your exemptions were not entered into TraiNet they will not be included in the USAID total number of participants.

  • You MUST enter all of the various types of funding if other funding is being used such as host country funding, in-kind contributions, tuition waivers, personal funds from the participants, etc.:
    • Host Country Total
    • Private Total
    • Provider Total
    • Other Total
Please review the definition of who is a participant in ADS 252 and 253. Foreign Assistance funds used for training activities are to be reported in TraiNet, even if they were reported in other types of reports. Only TraiNet captures the total combined training numbers and consolidates them into a report that goes to Congress to showcases all of USAID training activities across each FY. Likewise, if you sent individuals to the U.S. on a visa other than a USAID sponsored J that were not done as exemptions, none of these individuals will be reported in the IAWG report.

"Participant: An eligible host-country resident or national sponsored by USAID for a learning activity conducted within the U.S., a third country, or in-country for the purpose of furthering USAID development objectives. A learning activity takes place in a setting in which an individual (the Participant) interacts with a knowledgeable professional predominantly for the purpose of acquiring knowledge, skills, or information for the professional or technical enhancement of the individual. Learning activities may be formally structured, such as an academic program or a technical course, or they may be more informal, such as an observational study tour. (Chapters 252 and 253)."

  • Programs that did not move forward must be appropriately managed. Please contact the Help Desk if you have questions related to this type of program.
Information can be entered or updated even if a program has ended.

The more training that is entered, the better the country profile.

Questions on basic data entry should be directed to the Help Desk at TrainetSupport@usaid.gov . In your email, please include your AOR/COR, your Site ID, and the funding USAID office. Questions related to the IAWG report or how the data will be used may be directed to me.

Thank you for your support. As always, if you are no longer serving as an R1, R2 or R3, please let us know.

Linda Walker
lwalker@usaid.gov

Announcement Date: April 16, 2018

USAID Exchange Visitor Visa Compliance, TraiNet/VCS and ADS Training - New Dates Announced Announcement Date: January 24, 2018

Hurricane Irma and National Preparedness Month
  • USAID missions and implementers must be proactive and closely monitor all participants who may end up in the path of Irma, as well as any other storm for the remainder of the hurricane season. If evacuations become necessary, missions and implementers will need to work together in case additional funds are necessary for evacuation. Participant Training questions may be directed to Linda Walker, or Ethel Brooks related to this message.
Announcement Date: September 5, 2017

USAID Exchange Visitor Visa Compliance, TraiNet/VCS and ADS Training - New Dates Announced Announcement Date: June 21, 2017

Last Call to Finalize FY 16 Data in Trainet
  • Last call to finalize the TraiNet data for FY 16, as we will be processing the FY 16 very soon. Please review the notes below and update all FY 16 data as soon as possible.
Announcement Date: May 1, 2017

Notice related to travel ban and electronic devices

Please remain aware of all of the recent requirements and notices related to travel and visa issuance. It is expected that some or all elements of the various actions may change so anyone managing participant travel must watch for any new travel criteria.

The U.S. Department of State recommends the following two sites related to the proposed travel ban (currently under legal review):

https://share.america.gov/how-new-travel-order-works/

https://travel.state.gov/content/travel/en/news/important-announcement.html

The latest information we have regarding the ban on electronic devices provided to USAID personnel in a travel advisory notice is shown below:

"Today, the United States government ordered nine airlines to stop passengers from bringing most electronic devices into the cabin for U.S.-bound flights from major airports in the Middle East and North Africa.

Passengers will have to check-in any electronic devices bigger than a smartphone including laptops, cameras, gaming devices and tablets such as iPads. Medical devices required during the flight will still be allowed in the cabin after security screening.

Which airports are involved?

Ten airports in eight countries - Egypt, Jordan, Kuwait, Morocco, Qatar, Turkey, Saudi Arabia and the United Arab Emirates - are affected.

Which airlines are affected?

The nine airlines that operate direct flights to the U.S. from those airports are Egypt Air, Emirates Airline, Etihad Airways, Kuwait Airways, Qatar Airways, Royal Air Maroc, Royal Jordanian Airlines, Saudi Arabian Airlines and Turkish Airlines.

U.S. airlines are not affected because none of them fly from the airports in question. Passengers will still be allowed to take electronic devices onto flights departing from the U.S.

The UK has also instituted a similar electronics ban.

The UK government today also announced an electronic devices ban on inbound flights from the Middle East and North Africa.

The ban on anything electronic larger than a normal smartphone will affect direct flights from six countries: Turkey, Lebanon, Jordan, Egypt, Tunisia and Saudi Arabia. Under the new restrictions, passengers boarding flights to the UK from the countries affected will not be allowed to take any phones, laptops or tablets larger than a normal smartphone - specified as 16cm x 9.3cm x 1.5cm.

UK airlines will come under the ban, including British Airways, EasyJet, Jet2, Monarch, Thomas Cook and Thomson. Foreign carriers affected are Turkish Airlines, Pegasus Airways, Atlas-Global Airlines, Middle East Airlines, Egypt Air, Royal Jordanian, Tunis Air and Saudia."

The Participant Training Team will provide updates as they are made available to us by the Department of State.


Announcement Date: March 24, 2017
Visa Processing Times Page has been updated Announcement Date: October 27, 2016

Renewal and Transition to GeoBlue - November 1, 2016 Announcement Date: October 4, 2016

FY 15 IAWG Data Entry
  • It is now time to complete TraiNet data for FY 15. We will run the first report very soon. USAID's long-standing rule is that previous FY data be finalized within 30 days of the end of the FY.
Announcement Date: August 29, 2016

New Form AID 252-2 AID 252-2, Exemption of Requirement to Use USAID-Sponsored J-1 Visa
  • The Agency's Participant Training & Exchanges Team (E3/ED/PT&E) is pleased to notify USAID Mission and Washington staff that form AID 252-2, Exemption of Requirement to Use USAID-Sponsored J-1 Visa, was recently revised and is available on the USAID Forms page.

    In accordance with ADS 252, USAID staff are required to use the AID 252-2 form to except foreign nationals, who are participating in U.S.-based USAID-sponsored activities, from the Agency requirement to use a USAID-Sponsored J-1 visa.

    The form has been revised to clarify its use to except the Agency requirement for "USAID-Sponsored" J-1 visas, specifically. The form also includes other enhanced text and formatting features.

    The new AID 252-2 form, dated November 2015, replaces the previous version of the form which was numbered AID 522-5 and dated June 2009. Mission and Washington staff should destroy copies of the previous form and begin using the revised form going forward for new programs.

    AID 252-2, Exemption of Requirement to Use USAID-Sponsored J-1 Visa

    Any questions concerning this Notice may be directed to Jeffrey Shahan, E3/ED, (202) 567-4061, jshahan@usaid.gov
Announcement Date: January 18, 2016

Last Call to Finalize FY 14 Data in Trainet
  • Last call to finalize the TraiNet data for FY 14, as we will be processing the FY 14 data beginning of September. Please review the notes below and update all FY 14 as needed by August 31, 2015.
Announcement Date: August 13, 2015

Establishment of New Email Address for all email communications regarding Exchange Visitor (EV) Individual Taxpayer Identification Numbers (ITIN)
  • USAID's Participant Training Team (E3/ED/PT) would like to announce the establishment of a new email address, USAIDITIN@RIVERAINC.COM, for all email communications regarding Exchange Visitor (EV) Individual Taxpayer Identification Numbers (ITIN).
Announcement Date: October 7, 2014

Issuance of Partially Revised ADS Chapter 253, Visa Compliance for Exchange Visitors
  • This notice announces the partial revision of ADS Chapter 253, Participant Training and Exchanges for Capacity Development. This chapter has been revised to update the policy directives and required procedures for the design and implementation of Participant Training programs, including Exchanges, for foreign nationals that are financed, in whole or in part, directly or indirectly, by USAID. Foreign nationals, who are selected by the Agency to engage in Participant Training programs, including Exchanges, are considered Participants.
Announcement Date: October 6, 2014

Issuance of Partially Revised ADS Chapter 252, Visa Compliance for Exchange Visitors
  • This notice announces the partial revision of ADS Chapter 252, Visa Compliance for Exchange Visitors. This chapter has been revised to update the policy directives and required procedures related to visa compliance for foreign nationals who are traveling to the United States for any purpose, including invitational travel and participant training, and are financed (either program or administrative costs), in whole or in part, directly or indirectly, by USAID.
Announcement Date: August 27, 2014

State Alumni Website - Please Encourage your Participant Trainees to Join
  • This is in follow-up to previous emails regarding the State Department's Participant Training and Exchange Visitor Alumni website found at https://alumni.state.gov. This website is where past and present U.S. government-sponsored participant trainees and exchange visitors find tools to advance their communities and our world. USAID's involvement with the State Alumni website started in November of 2011. To date, several thousand USAID-funded participants have joined. Use of this website is not mandatory, but it is strongly encouraged.

    Please encourage your USAID-funded participant trainees and exchange visitors to join and register at the State Alumni website. If you have any questions, please contact Jeff Shahan.
Announcement Date: July 3, 2014

2014 Hurricane Season
  • With the approach of the first named hurricane of the 2014 season, all implementers are reminded that they need to make sure participants in the areas that will be affected during various storms are knowledgeable about safety procedures and evacuation routes and have the implementer's emergency contact numbers. This is especially important for implementers who are not located near the participants' training sites. Questions related to this notice may be directed to Linda Walker or Jeff Shahan.
Announcement Date: July 2, 2014

Submission of files from TraiNet to VCS to obtain DS 2019 form for U.S.-based programs Announcement Date: March 6, 2014

The USAID Exchanges and Participant Training team (AID/E3/ED/HEWT) has re-issued Form AID 1381-6, Conditions of Sponsorship for U.S.-Based Activities (see ADS 252.3.6), to make the form fully applicable to all U.S.-based activities, regardless of the USAID-sponsored traveler's visa type. This agreement between USAID and the sponsored traveler continues to fully reference the Exchange Visitor J-1 visa, as appropriate, but is now also applicable to travelers who have received an exception to USAID's policy regarding use of the J-1 visa (see ADS 252.3.1).

Form AID 1381-6 (USAID Internal / External)
Announcement Date: December 23, 2013



USAID's Exchanges and Participant Training Team (E3/ED/HEWT) would like to announce the establishment of a new purpose-specific email address, ITIN@USAID.GOV, for all email communications regarding Exchange Visitor (EV) Individual Taxpayer Identification Numbers (ITIN). This purpose-specific USAID email account has been established to help improve and streamline our processing of W-7 submission requests. All emails regarding EV ITINs are now to be sent to ITIN@USAID.GOV.

Please find USAID Interim Agency Guidance Related to Exchange Visitor U.S. Taxes, revised to incorporate the new ITIN email address, linked below for your reference. Any questions concerning this notice may be directed to Jeffrey Shahan, AID/E3/ED/HEWT, at jshahan@usaid.gov.
Announcement Date: December 16, 2013

U.S.-bound participant data entry issues Announcement Date: September 20, 2013

NOTICE: Updated Allowance Rates for Long-Term Programs (6 months or longer) Announcement Date: May 23, 2013

Participant Training Data Entry and Documentation Announcement Date: May 7, 2013

Participant Training Practitioner's Manual Published January 2012 Announcement Date: January 19, 2012

Please encourage your U.S.-bound participants to register for membership in USAID's alumni website Announcement Date: December 18, 2012