Travel Office Internal Resources: Foreign Travel – How To

International travel requirements vary based on the purpose of your trip and whether you are traveling to a country designated as a Country of Concern. Review the appropriate category below before making plans to ensure you complete the required pre-approval, certification, and post-travel steps. Failure to follow required procedures may affect reimbursement eligibility and compliance with university and system regulations.

Personal Travel: Non-Country of Concern

A notice is not required to be submitted in Emburse or Workday, but it is recommended to notify your supervisor in the event of an emergency.

Important Notes

  • University computers and assets cannot be taken out of the United States.

Loaner Computer Checkout Instructions

To check out a loaner computer:

  1. Complete the online Asset Check-in/Check-Out Laserfiche form at least 24 hours prior to departure, or visit the Center for Information Technology Excellence (CITE).
  2. Visit the CITE office to pick up the laptop.
  3. Return it to the CITE office once you have returned from your trip.

Personal Travel: Country of Concern

  1. Complete the Certification of Personal Travel to a Foreign Adversary form in Workday prior to departure.
    • Enter Create Request in Workday search.
    • Click the Create Request link.
    • Select Request Types without Workday Objects.
    • Select Certification of Personal Travel to a Foreign Adversary.
  2. Upon return, complete the post-travel brief in Workday.

Important Notes

  • University computers and assets, including loaners from the IT office, cannot be taken out of the United States to a Country of Concern.
  • By submitting the Certification of Personal Travel to a Foreign Adversary form, you certify that you will not participate in any university/agency activity, access university/agency software, platforms or networks, nor travel with any university/agency related data, equipment or property.

Business Travel: Non-Country of Concern

Complete a pre-approval request in Emburse (via SSO) for the requested travel.

  1. Include the purpose of the travel (e.g. present a paper at a conference).
    • Identify primary contract(s) or individuals you are scheduled to meet with along with their affiliation.
    • Identify the name of the event, institution, or organization you will be visiting.
  2. Submit the pre-approval request.

Important Notes

  • Foreign travel must be pre-approved by 15.05.04 review and through Emburse prior to departure.
  • Any travel that was not pre-approved will not be reimbursed.
  • University computers and assets cannot be taken out of the United States.

Loaner Computer Checkout Instructions

To check out a loaner computer:

  1. Complete the online Asset Check-in/Check-Out Laserfiche form at least 24 hours prior to departure, or visit the Center for Information Technology Excellence (CITE).
  2. Visit the CITE office to pick up the laptop.
  3. Return it to the CITE office once you have returned from your trip.

Business Travel: Country of Concern

Complete a pre-approval request in Emburse (via SSO) for the requested travel

  1. Include the purpose of the travel (e.g. present a paper at a conference).
    • Identify primary contract(s) or individuals you are scheduled to meet with along with their affiliation.
    • Identify the name of the event, institution, or organization you will be visiting.
  2. Submit the pre-approval request.
  3. The request must undergo a System Regulation 15.05.04 review.

Important Notes

  • Foreign travel must be pre-approved by System Regulation 15.05.04 review and through Emburse prior to departure.
  • Any travel that was not pre-approved will not be reimbursed.
  • University computers and assets cannot be taken out of the United States to a Country of Concern.

Loaner Computer Checkout Instructions

To check out a loaner computer:

  1. Complete the online Asset Check-in/Check-Out Laserfiche form at least 24 hours prior to departure, or visit the Center for Information Technology Excellence (CITE).
  2. Visit the CITE office to pick up the laptop.
  3. Return it to the CITE office once you have returned from your trip.
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