International travel may require advance authorization, additional review or other compliance measures depending on your destination, planned activities and use of University resources. Faculty and staff traveling on University business, as well as certain students and other covered individuals are required to obtain approval before traveling internationally per Collected Rules and Regulations, Section 430.030: Research Security International Travel Authorization.
Review authorization requirements, submission timelines and additional considerations as you prepare for your trip.
Travelers Requiring Approval
Travelers Requiring Approval
You must comply with the University's international travel authorization if you are a/an:
- University employee, except for student employees as defined in Collected Rules and Regulations, Section 320.050: Employee Status
- Guest affiliate unpaid appointee
- Student conducting or supporting externally funded research
- Individual listed on a technology control plan (TCP) or research security risk mitigation plan
Covered individuals must obtain approval before traveling internationally for University business and, in certain circumstances, before personal travel. Most students do not need travel authorization unless they fall into one of the categories covered by the policy.
University Business Travel
Any international travel related to your role at the University is considered University business travel and requires advance approval.
Approval is required regardless of how travel is funded, sponsored or reimbursed. University business travel includes, but is not limited to:
- Teaching
- Conducting or supporting research
- Attending or presenting at conferences
- Delivering lectures
- Recruiting or outreach activities
- Fieldwork or program activities
- Sabbaticals
- Other activities conducted in connection with University duties, responsibilities or business
Personal Travel
International travel not related to University business is considered personal travel. You must obtain approval before personal travel when both of the following conditions apply:
- You are traveling to a location considered a foreign country of concern or a comprehensively sanctioned or embargoed destination.
- You will take University-owned devices, equipment or materials, or access University resources or systems during your travels.
- University device examples: Laptops, mobile phones, storage devices, research or laboratory equipment
- University system examples: University email accounts, VPN services, cloud storage or other applications and services
Approval applies to the use of University resources while traveling internationally and does not apply to personal travel itself. If your trip includes both business and personal travel, the business portion of the trip is subject to the authorization requirements for business travel.
Countries Requiring Additional Review
Countries Requiring Additional Review
Comprehensively Sanctioned Destinations
- Cuba
- Iran
- North Korea
- Crimea, Donetsk and Luhansk regions of Ukraine
Foreign Countries of Concern
- China (including Hong Kong and Macau)
- Iran
- North Korea
- Russia
Submission Timeline
Submission Timeline
Submit travel authorization requests as early as possible to allow time for review. Review time varies based on the destination and type of travel:
- Travel to comprehensively sanctioned or embargoed destinations: At least six months before departure.
- All other travel requiring approval: At least 21 days before departure.
Late requests may be reviewed on a case-by-case basis. Travelers requesting expedited review must submit a travel authorization request and notify their university's research security team as soon as possible.
Additional Considerations
Additional disclosure or compliance requirements may apply when travel involves sponsored or federally funded research, such as:
- Conflict of interest (COI) disclosures related to travel funded or reimbursed by an external organization
- Federal sponsor disclosures related to travel support or research activities with an associated time commitment while abroad
- Additional export control reviews for projects subject to a technology control plan (TCP)
Supervisors should ensure travelers obtain the necessary approvals and complete any applicable sponsor, disclosure or compliance requirements before their departure.
Your campus may also require use of this system and process for domestic travel approvals. Consult your campus for guidance.
Consequences of Non-Compliance
Consequences of Non-Compliance
International business travel to comprehensively sanctioned and/or embargoed countries, foreign countries of concern, countries with an elevated risk profile or travel with certain exports may require additional review and risk mitigation measures. Failure to comply with authorization requirements may result in:
- Denial of travel reimbursement
- Loss of access to University systems or devices
- Disciplinary action
- Potential legal or regulatory consequences
For Further Assistance
For Further Assistance