Be Sure All Information for US Trainees Exactly Matches the Passport
When submitting data in TraiNet Web you should always check to be sure the name, birth country, city and other information are entered exactly as they are on the passport.
If key information differs from the passport your participant will be rejected, and could be denied entry to the United States when they reach immigration.
Budgeting Tip
Be sure your budget includes information on:
- tuition
- allowances
- medical insurance
- ground transportation
- airport transfers
- domestic travel
- international travel
- interpreter/escort services (if needed, the costs are payable in dollar amount from project funds)
Please note that international travel is paid in local currency from the FT-800 trust account, but entered in US dollars in TraiNet.
Update the Status of US Trainees at the Appropriate Times
Program Status is maintained automatically by TraiNet Web based upon the start and end date of the program. Trainee status is maintained manually by the data-entry R1 operator. It is very important to update the trainee status in a timely manner, particularly with US-bound exchange visitors.
The three main status changes are described in more detail, below:
- Validation: You must update the trainee's status to "In-Training" to confirm that they have arrived in the United States. This should happen within three days of their arrival in the United States. The TraiNet Operator should make this status change and click the Submit button -
- to move the change to the VCS. VCS Verifiers should verify this update as soon as they receive a notification from the system.
- Cancellation: A cancellation means the participant never attended the training. Make sure you update all US-based exchange visitors to Cancelled BEFORE the program start date. The TraiNet Operator should make this status change and click the Submit button -
- Termination: A Termination means the participant started his/her program, but did not complete it for some reason. This status update is made after the program start date. Please note this difference from Cancellation, which occurs before the program start date. After updating the status to Terminated you will be prompted to fill out three additional fields:
- Return Status
- Termination Reason
- Termination Effective Date
The TraiNet Operator should make this status change and click the Submit button - - to move the change to the VCS. VCS Verifiers should verify this update as soon as they receive a notification from the system.
Do not use the "Back" button and Bookmarks in TraiNet Web
The use of the Back button or Bookmarked pages in TraiNet Web is not supported. Since Devis' January 2006 training in Egypt we have received feedback from several contractors about this. They were not able to enter more than two or three individuals in a training program before TraiNet started giving error messages and did not permit them to enter any more participants. The only way these organizations have been able to continue to enter participants is to exit TraiNet and log back in. This is the result of either using the Back button or a Bookmarked page during a TraiNet Web session. The TraiNet Web interface should have all the buttons or hyperlinks that allow you to navigate to all the necessary screens, or cancel from a session, without the use of the Back button. If you find you have this ongoing problem, even after you log out of TraiNet and log back in, clear your browser cache and try again.
Use "Tab" to Move Quickly in TraiNet Web Forms
If you use the keyboard to move from field to field, use the Tab key, not the ENTER key.
Beware the Scrolling Mouse
If you use a scrolling mouse, be careful you do not change your selection in a pick list if it is active just after you've selected an item. Click on a blank part of the web page to de-activate your pick list selection before using the scrolling mouse to reposition the page.
Program Name and Dates are at the Bottom of the Wizard
You can always see the name of your program and the start and end dates as you move through the data-entry wizard. Look at the status bar at the bottom of the screen.
It is Easy to Edit Existing Information
You can always go back and edit program, funding and participant data by clicking on the icons for your program on the Program List screen.
Add Detailed Budget Information After the General Categories
When you add budget funding in the initial program wizard, you can only add general budget categories for trainee, travel and instruction. After the program is entered you can go back to the funding section and break out the budget into finer increments. At the same time, you can go back and add Actual funding amounts, once they're known.
"Return to Program List" Link is on the Left
When you are viewing or editing program, participant, or funding data, you can always return to the Program List (the main TraiNet Web page) by selecting the