Record anticipated locations, duties and employers, and mark uncertain dates as estimates. Provide historical travel separately with accurate supporting records. Build the calendar from documents the company already has, then mark what is still assumption. Hypothetical example: a packaging engineer’s plan shows twelve U.S. weeks split across a year, but the underlying services agreement runs only six months and the client controls the plant floor. Recording both facts side by side turns a tidy calendar into a question the employer can answer now, rather than one raised after the first trips have been taken.
Make the schedule useful for individual review
Explain which duties require physical presence and how the assignment is supervised. A calendar clarifies the facts but does not itself authorize travel or prove qualifying employment. Reconcile it with the actual employment history.
Three record sets answer three different questions, and merging them hides the gaps. Travel history — passport stamps, admission records, boarding records — establishes where the person has been. Employment records — payroll, the assignment letter, the foreign employment agreement — establish who employed them and for how long.
Project records — the statement of work, deliverable schedules, site access arrangements — establish what will be done and under whose direction. Prepare each set separately and reconcile them last. Where the sets disagree about a date, the discrepancy is the finding, and it is better surfaced by the employer in the file than discovered from the record afterwards.