Travel Documentation 101

by Brenda Ajay
Picture this. You've just spent thousands of dollars on a dream Alaskan Cruise for you and your family, spent months planning the trip of a lifetime, traveled a great distance to Seattle to board your ship only to be turned away because you don't have the proper documents. It's not uncommon. In fact, that's the very scene that a family from India faced this summer when they were left standing at the dock. A cruise line reservation agent who helped book their cruise explained that they would only need valid Indian passports to board the ship. She was wrong. The cruise itinerary, that embarked and disembarked in Seattle, would be sailing through Canada where passengers from India are also required to have a Canadian visa to set sail. The good news is that the family received a credit from the cruise line so they can reschedule their cruise. But it brings up an important fact - it is ultimately the traveler's responsibility to have proper documents to travel.

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​A couple years ago I client shared with me her travel wallet. In addition to her passport and driver's license, the wallet held copies of her birth certificate, marriage license, social security card and a whole host of alternate forms of ID. "I want to be prepared for everything," she explained. Travel anxiety is very real and much of it stems from travelers fearing they might not have the proper documents required to get to their destination. Vacations should be joyful, not stressful. If you are unsure of what documents you need, consult an experienced travel professional or one of the agencies listed below before you travel. Every trip is different. And although we can't address each and every "if this, then that" scenario here, you'll find the answer to the most commonly asked questions below.

Where will you be going - somewhere within the US or abroad?
Lets start with domestic travel. If your plan is to board a plane in the US and go to another US destination you need either a valid state issued ID or US issued passport. We'll get into the nitty gritty of that below. But just know that without proper ID you will be denied boarding.

What about kids?
TSA (Transportation Security Administration) does not require children under 18 to provide identification when traveling with a companion within the United States. However, you should contact the airline directly for questions regarding specific ID requirements for travelers under 18. Still, it can't hurt to be prepared. We recommend that parents or guardians keep a copy of your child's birth certificate or their passport with you when you travel. And you should also travel with proof of any unique custody agreements and/or parental consent with you too.

What is REAL ID?
The REAL ID Act was passed in 2005 and mandates Federal Government “set standards for the issuance of sources of identification, such as driver's licenses” to improve secure entry into federal buildings and commercial airplanes. Although it has taken several years for States to comply, the final enforcement deadline is October 1, 2020.  By this date, all states must be issuing Real ID-compliant licenses or IDs. If you haven’t already received a REAL ID compliant driver’s license or card you must obtain one before that date, or possess an acceptable alternative such as a U.S. passport, if you want to fly on a commercial aircraft or access federal facilities.

Visiting another country? 
This is where you need to do your homework or consult an experienced travel advisor. Passport and visa requirements vary by country and region, and by mode of travel. If you are visiting a continent such as Europe where you may be visiting several countries during our stay, you'll want to check the requirements for each country you will be visiting. Likewise, if you are booked on an international flight with a layover, ask about a transit visa. It's uncommon, but some countries require certain nationalities to get a transit visa in order to transit through the airport. See the Traveler Resources box below for advice on finding out what documents you need to travel internationally.

Is a passport required to cruise?
The answer is… it depends. US Passports are not required for most “closed-loop” cruises. A closed-loop cruise is one that starts and finishes at the same U.S. port and only sails to Canada, Mexico, the Caribbean, the Bahamas or Bermuda. At a minimum, cruise lines require proof of citizenship and valid photo ID (contact your cruise line or travel advisor for specific cruise line requirements). 

For closed-loop cruises, you do not need a passport for re-entry into the U.S., but it’s possible that some of the countries you visit will require a passport for entry. For example, in September the Island of Martinique announced that all visitors, including cruise ship passengers, will now be required to have a valid passport to enter the island. In addition, cruise ship passengers absolutely need a passport for cruises traveling through the British Virgin Islands or Cuba (US travel to Cuba is highly restricted. Reach out to us for more information and travel options). And of course, a valid passport is required for any cruise touring Europe, traveling across the Atlantic Ocean, or originating in other continents. 

Expect the Unexpected
Even though a passport may not be required for you to cruise, it is always best to have one. Prepare for the unexpected. For example, if you miss your debarkation and need to fly to the next port to meet the ship you’ll need your passport to board the flight. You’ll also need a passport if you become injured or ill and need to fly home.

We heard that US citizen will now need a visa to visit Europe, is that true?
Beginning in 2021 U.S. citizens traveling to Europe will need to apply for an ETIAS (European Travel Information and Authorization System) visa waiver which is the new travel authorization for Europe that will come into effect in 2021. Like other countries and regions in the world, Europe has recently decided to improve its security level to avoid any further problems with illegal immigration and terrorism. The ETIAS visa waiver application will be available online soon. It will take just a few minutes to complete and requires a fee. Once approved, an ETIAS can be used for three years or until the passport expires, whichever comes first.

Traveler Resources 

• If you are a US Citizen in need of a passport start here: If you’ve never traveled abroad before or if you are planning a trip and your passport is expired The US Department of State has a very detailed, step-by-step guide on their website for applying for a new passport or passport renewal or replacement. You can complete required forms online and print them at home to take with you to your local post office for processing. You will be required to have an official passport photo taken. For an additional fee, some US Post Offices will take photos upon request. Passport photos can also be taken at many drug stores, photo processing shops and AAA offices.
• Visit the US Department of State Website: A great resource for travelers even if you don't need a passport. US Citizens can find everything they need to know about ID requirements for all foreign countries on the US Department of State website. There’s even an entire page devoted cruise ship passengers. US Citizen who would rather have one-on-one travel advice can schedule an appointment with a Department of State representative at any field office by calling 877-487-2778.
• Check with the consulate of any country you’ll be visiting or cruising through: Whether online or in-person, you should visit the consulates of all countries on your land or cruise itinerary. This is especially true if you have a unique citizen status or if you have special concerns such as a prior arrest record, court orders or custody arrangements. You can find most consulates on the internet and can email and ask for specifics about your situation. Make sure to keep a written copy of your correspondence with the consulate. Here's a list of Contact information for Foreign Embassies and Consulates. 
• Do I need a Visa? U.S. citizens don’t need a U.S. visa for travel, but when planning travel abroad may need a visa issued by the embassy of the country they wish to visit. The Global Visa Search (online) tool can help you to determine if you will need a visa. Simply enter your passport information, your intended destination, and the purpose of your visit to find out if you’ll need a visa. 
• International Airport Travel Association’s (IATA) traveler’s tool: IATA provides a very useful “Know-before-you-go” tool for travelers. The professional version of this tool is what many airlines use to decide if you have the correct ID to travel.
• Read your travel/cruise contract:  It’s very important that travelers carefully go through the pre-travel documentation and e-docs your travel advisor or travel supplier sends you — they send them to you for a reason.
• Double-check your information: Requirements for travel to foreign countries can change overnight. It’s a good idea to check and then double-check the requirements a few weeks before you travel.