Sao Tome Travel Checklist


Aircraft JPL   Extra  
  Civil Servants Contractors/ University Civil Servants Contractors Contractors   Non-USA Citizens Due By
Verify Dates in ESPO database x x x x x     NOW
Arrange Travel Through SSAI   x           NOW
Arrange Travel Through NASA Travel x   x         NOW
x   x          
Request actuals for hotel & note cancellation policies on TA
x   x          
Arrange Travel Through Employer       x x     NOW
Verify Hotel Reservation x x x x x     NOW
Fill out Visa online form x x x x x     NOW
HTSOS Training Complete and upload certificate x x x x x     NOW
Advanced Notice Form (ANF)   x           NOW
P-3 Travelers transit or suitcase flights                
x x x x x     NOW
x x x x x     NOW
Check if Visa for Barbados is need (transit only, not for US Citizens)

ESPO database – locations and dates

  • Action: Verify that your dates are correct for your arrival on site in São Tomé by clicking on Registration in the menu while logged in.

30-day waiver (Civil Servants only)

  • Ames & Armstrong have their own.
  • whole project waiver is approved for 2017
  • Action: Civil Servants include note on Travel Orders.

Hotel reservation – confirmation #. Cancellation policies.

  • Action: Verify your dates are correct in the file shared files.
  • Contact Dan if you have not received a confirmation # from him
  • Stiff cancelation policies compared to the US, cancelation fees covered by the project so please double check.


  • ESPO arranging for payment
  • WAIT: When notified, go to to fill out an application
  • Action: Upload VISA confirmation to the mission database under Extra Documentation.

HTSOS training

  • Action: Complete HTSOS training. Submit completion certificate to the ESPO database under Extra Documentation.
  • If you are not a civil servant, contact If you are a civil servant, the process is documented here.
  • Note: Password expires after 2 weeks will need to contact the LearnCenter help team to get it reset.

Advanced Notice Form

  • This file is required of people going through SSAI Travel.  Also required of AMES BAERI employees.  They use it to communicate with the State Department as to who is traveling out of the country.  Other centers (JPL, GSFC, WFF, etc) want this information but may collect it in a different way. 
  • Note: if flying on P-3 please note that on document instead of flight itinerary
  • Action: Upload to ESPO database under Extra Documentation
  • Action: Upload flight Itinerary to ESPO database under Extra Documentation

Medical preparation for foreign travel

  • Check your insurance
  • Recommended Vaccinations:
    • MMR, HepA, typhoid, diphtheria-tetanus-pertussis vaccine, varicella (chickenpox) vaccine, polio vaccine, and your yearly flu shot.
    • consider anti-malaria 
    • Yellow fever required in some instances if transiting a YF country. See CDC web site.

P3 medical clearance

Ascension traveling on transit or suitcase flights

  • An entry permit needs to be submitted for each person.  
  • Action: Upload the Entry Permit for Ascension Island to the ESPO database under Extra Documentation.
  • Note: Medical Evacuation insurance is required
    • If you do not have Medical Evacuation insurance through your employer already we recommend Travel Guard
    • NASA has a contract to cover Civil Servants 
  • Action: Upload copy of medevac insurance to ESPO database under Extra Documentation.
  • More details can be found here.

Mission Tools Suite (MTS)

  • Mission Tools Suite is the web portal we'll use for tracking the aircraft and flight planning during the mission.
  • If you’ve used MTS before ORACLES should now show up in your workspace.
  • If it doesn’t please email
  • If you haven’t used MTS and did not receive an invite, or don’t remember if you did, contact Susan McFadden.