REVN DT 06/17/2024, v4.202403  For the Job Aid version of this article, scroll down to download the PDF.

Feature available from v4.4.1 onwards.

TABLE OF CONTENTS

• Overview
  • Required Fields
• Export SEAD3 Personal Foreign Travel to a CSV File
• Exported CSV File Columns

Overview

The Foreign Travel SEAD3 Download feature allows you to create a CSV file that includes data from personal foreign travel records. That CSV file can then be uploaded into DISS. NOTE: Do not open the CSV file. Just opening the file modifies the format of the dates in the file and will cause an issue when uploading the file to DISS.

Required Fields

The following fields are required on the DISS CSV file. If these fields are not populated in the Access Commander travel record, the record will not be included in the export and therefore will not be included in your upload into DISS. For the details about all the fields, see the DISS CSV File Columns section in the Job Aid.

Personnel Management module:

Employee tab – Last Name (system required field). 

Personal tab – 

• SSN (system required field)
• Date of Birth (not a system required field, but required for the record to be included in the SEAD3 export)
• When the Travel Document type Passport Book or Passport Card is chosen, the following passport fields are required (PASSPORT section, PASSPORT screen): Passport Number, Country, Date Issued, Expiration Date 

Foreign Travel module:

Travel Information tab –

• Travel Start Date
• Travel End Date
• Date Reported to Security
• Travel Reason

Travelers tab, FOREIGN TRAVEL TRAVELER screen – 

• Travel Document Type
  • If Travel Document Type = Other, the Document Type Comments field is required to add/update the travel record in the Foreign Travel module.
  • If Travel Document Type = Passport Book or Passport Card, the following fields are required to add/update the travel record in the Foreign Travel module:  Passport Number, Passport Country, Passport Issue Date, Passport Expiration Date.

Itinerary tab, FOREIGN TRAVEL ITINERARY screen (a separate row is created in the CSV file for each itinerary entered in the Access Commander record) – 

• Country (Traveling To field in the Foreign Travel module)
• Country Entered Date (Arrival Date field in the Foreign Travel module)
• Country Exit Date (Departure Date field in the Foreign Travel module)

Export SEAD3 Personal Foreign Travel to a CSV File

User Mode landing page > Incident Reporting menu > Foreign Travel submenu > FOREIGN TRAVEL SEARCH screen > search criteria fields > Download SEAD3 button

1. On the User landing page, expand the Incident Reporting menu. The submenus display.
2. Select Foreign Travel. The FOREIGN TRAVEL SEARCH screen displays.
3. Although it is optional, it is suggested to select Personal In the Travel Type field. Only the Personal travel type records are included when the Download SEAD3 button is clicked, but applying the Personal filter will give you the number of records for Personal travel if you click Find, which will allow you to compare the count of the number of Personal travel type records in the Access Commander database, which you can then compare to the number of records that upload to DISS. If you enter any additional filter(s), that would then also apply, accordingly (e.g., entering the Travel Date and Return Date dates to pull the personal foreign travel that occurred during a particular month).
4. To include only the records during a particular timeframe, use the Travel Date and/or Return Date fields.
5. Click the Download SEAD3 button. The DISS_Export_YYYYMMDD[time].csv file downloads. 
6. Locate the downloaded csv. NOTE: Do not open the csv file. Just opening the file modifies the format of the dates in the file and will cause an issue when uploading the file to DISS.
7. Upload the csv file into DISS. DISS will eliminate any duplicates.

Exported CSV File Columns