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Country Clearance Requirements

The certificate of insurance must remain a one-page document.

Country Clearance Requirements for Employees and other Civilian Personnel
1. Insurance Requirements:
All contractors and other personnel not covered under the SOFA Agreement that are travelling to Spain to conduct official business with U.S. forces must have civil liability insurance as specified under Annex 6 of the Agreement of Defense Cooperation between the United States of America and the Kingdom of Spain (ADC), before they can obtain country clearance(s) for their employees, regardless of whether their employees will be designated contractor employees, “tech reps,” or employees of non-Spanish and non-commercial organizations. This insurance must be issued by a company authorized to conduct this type of business in Spain and may not contain any deductible or similar limitation. The minimum required coverage of said insurance is as follows:
Type of Insurance:
- Personnel Liability (Per Injured Party) - 0,151.82 Euros
- Property Damage (Per Occurrence) - 60,101.21 Euros
- Security Deposit (Judiciary Bond to cover court expenses) - 6,010.12 Euros
- Maximum Total (Per Occurrence) - 601,012.10 Euros

A copy of the certificate of insurance proving that this insurance has been obtained will be included in all requests for country clearance. Instructions on how to obtain this certificate is provided in paragraphs b and c. Please use the certificate format provided in this package. The contents of the certificate may not be altered unless previously authorized by ODC.

2. Procedures:
Third Country Nationals (Lead time for processing is 21 duty days):
(1) All third country nationals traveling to Spain under DoD sponsorship require country clearance from ODC Spain, including crew members on board U.S. military and DoD chartered aircraft as well as embarked foreign nationals on U.S. ships. Contractors of third country nationality must adhere to procedures set forth in paragraph 2.b below and are not eligible for “designation.” Third country nationals employed by DoD that are traveling to NS Rota or Moron AB must complete a Country Clearance Request form. The request will be e-mailed to the point of contact at the unit being visited, who in turn will endorse the visit and forward the document to ODC/CL (Clearance Section) for processing through Spanish authorities. Third country nationals traveling to any other location is Spain on DoD official business should have their DoD contract administer e-mail the Country Clearance Request directly to ODC for processing. The ODC/CL e-mail address is: clearance@odcspain.org. Contractors of third country nationality will abide by the procedures listed in paragraph b or c below.
(2) Third country nationals cannot use on-base U.S. billeting facilities. They must billet off-base per the Spanish Government requirement.

b. Contractor Personnel who are assigned or require access into Spain for less than 90 days within a 180 day period (Lead time for processing is 21 duty days):
(1) This applies to contractor employees (referred to as “tech reps”) who are in Spain for less than 90 days out of a 180 day period, whether consecutive or cumulative, in the execution of a contract with the U.S. forces. This also applies to other non-Spanish personnel requiring access into Spain to conduct official business with U.S. forces who do not fall under the Status of Forces Agreement. These employees do not have to obtain "DESIGNATION" from the U.S./Spanish Permanent Committee. However, they must request country clearance prior to entry into Spain. Contractors visiting NS Rota or Moron AB in support of a DoD contract must obtain a Certificate of Civil Liability Insurance issued in Spain. To obtain the certificate, contractors must contact their insurance provider and instruct them to contact their affiliate in Spain, who in turn will issue the certificate and forward it to the contractor, who will obtain corporate signature. The signed certificate must be e-mailed along with a completed Country Clearance Request form, the Employee Certification (all forms are included at the end of this package), and a statement from the DoD contract administrator validating the visit to the point of contact at the unit being visited, who in turn will endorse the visit and forward the documents to ODC/CL (Clearance Section) for processing through Spanish authorities. Contractors visiting any other location in Spain in support of a DoD contract must follow instructions identified above. However, the Certificate of Civil Liability Insurance, the Country Clearance Request form, the Employee Certification, and the statement from the DoD contract administrator validating the visit will be e-mailed directly to ODC/CL (Clearance Section) for processing through Spanish authorities. The ODC/CL e-mail address is: clearance@odcspain.org
(2) Employees who fall under this category cannot use on-base U.S. billeting facilities. They must billet off-base per the Spanish Government requirement.

c. Contractors or employees of non-profit organizations (i.e. Red Cross) requiring "DESIGNATION" (lead time for processing initial designations is 60 days):
(1) A certificate of designation is granted by the Government of Spain to these individuals when they are in Spain in the execution of a DoD contract and their stay will exceed 90 days (consecutive or cumulative) out of a 180-day period. To obtain designation ODC/SJA (Staff Judge Advocate) Spain must receive a Certificate of Civil Liability Insurance issued in Spain. To obtain the certificate contractors must contact their insurance provider and instruct them to contact their affiliate in Spain, who in turn will issue the certificate and forward it to the contractor, who will obtain corporate signature. Once the certificate is completed, it must be faxed/e-mailed along with a completed Country Clearance Request, the Employee Certification (all forms are included at the end of this package) and a statement from the DoD contract administrator validating the visit to the point of contact at the unit being visited, who in turn will endorse the visit and forward the documents to ODC/SJA for processing through Spanish authorities. All designation renewals for NS Rota will be processed through the Human Resources Office with a 75-day lead time. Designation renewals for Moron AB will be processed by ODC/SJA. The ODC/SJA fax number is (34) 91 544-2805 and the e-mail is earranz@odcspain.org

(2) These employees cannot use on-base U.S. billeting facilities at any Spanish installation. They must billet off-base per the Spanish Government requirement.

 

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