Travel Office Internal Resources: Foreign Travel

The A&M System President has designated foreign travel approval to the academic deans and direct reports (non-academic). East Texas A&M University uses Emburse “foreign approval desks,” which include:

  • Allocation funding source approver and signer
  • Department head, dean, vice president or direct reports of the traveler
  • Student Risk Management (Student travel only)
  • Export Controls
  • System member Risk Management

Steps to Booking Travel

To submit a pre-approval and prepare to book travel, the traveler is expected to:

  1. Create a pre-approval in Emburse.
    • The pre-approval must be submitted at least 30 days prior to the date of departure. If traveling to a high-risk country, submit earlier to allow adequate time for review and approval. External research grant exceptions may apply.
    • In the Trip Purpose & Benefit field, indicate whether the trip is group travel or individual travel, and provide as many details as possible.
  2. Attach applicable training transcripts.
  3. Complete the Export Control tile and International Travel Questionnaire in Emburse.
  4. Estimate your anticipated expenses.
  5. Review the pre-approval draft for accuracy and submit.
  6. Once your pre-approval has been approved, you are permitted to book travel.

Important Information

All foreign travel must be pre-approved through Emburse. Expenses incurred for travel that was not pre-approved cannot be reimbursed.

  • Do NOT book travel before your Emburse pre-approval is fully approved. Travel booked before receiving final approval in Emburse will be unallowable.
  • Submit your pre-approval as early as possible and check progress under the ‘Tracking' Tab.
  • The same rules and documentation apply to travel to Canada and Mexico.
  • All foreign travel must be booked through Emburse / Lightning Tool or directly with a Corporate Travel Planners (CTP) agent (when available).
  • If travel cannot be booked through Emburse or a CTP agent:
    • You must include documentation and get pre-approval with your pre-approval submission.
    • Without prior approval documentation, travel booked outside Emburse or CTP will not be reimbursed.
  • Pre-approvals that are missing required documentation will be returned to the traveler.
  • Travel to high-risk countries will automatically route to System Risk Management for review.

Forms

Frequently Asked Questions

When to Submit

How far in advance of my departure date do I need to submit my Emburse Pre-approval?

Your Emburse pre-approval must be fully routed and approved at least 30 days prior to your departure date. It is recommended that you submit your request 5-6 weeks in advance. Allow an additional week for travel to high-risk countries or regions.

Emburse pre-approvals submitted two weeks or less in advance of the travel date may not be able to be vetted and approved in time.

Routing and Approvals

How can I see where my Emburse pre-approval is in the routing and approval process?

In Emburse, click the Tracking tab to view each designated approver and the date of approval.

Booking Before Authorization

Can I book travel prior to securing full approval for my Emburse Authorization Request?

No. Your Emburse pre-approval must be fully routed and approved in Emburse prior to booking any travel. You will not be reimbursed for any travel that you have booked prior to final approval of your travel.

Missing Preapproval

I did not seek pre-approval for a trip that I took. What steps can I take to get reimbursed?

Foreign travel must be pre-approved through Emburse. Expenses incurred for travel that were not pre-approved cannot be reimbursed.

External Booking Websites

I found cheaper airfare outside Emburse. Do I have to use Emburse?

You must secure pre-approval prior to booking any travel. To use sites other than Emburse to book your travel, you must seek an exemption providing proof of significant cost savings. You must seek the exemption from all departments providing funding for your travel as well as the appropriate Dean (or Vice President, for Deans; and President, for direct reports to the President). By booking any travel outside Emburse, you risk being personally responsible for the charges incurred.

Personally-Funded Official Travel

East Texas A&M University will not be paying for my travel. Do I still have to complete a Request for Foreign Travel form and an Emburse pre-approval?

Yes. You must still have prior approval for foreign travel regardless of the cost to the University. Create an Emburse pre-approval for $1.00 and do not encumber.

Personal Travel

Do I need to submit a form to travel personally/for vacation?

No, you do not; however, any university assets that you take with you are subject to Export Controls. Please complete all necessary documentation and training. Submit your screening form and TrainTraq transcript to Sponsored Programs. To learn more about personal travel vs. business travel expectations, review Foreign Travel – How To.

Laptops and Tablets

I would like to take a university laptop with me on my trip. How do I request one that is in compliance with Export Controls?

Complete the Asset Check-In and Check-Out form at least 24 hours prior to departure. Once your request has been approved, the Laserfiche form will generate a CITE HelpDesk ticket. Visit CITE to pick up the laptop. Return it to CITE once you have returned from your trip. The laptop will then be wiped/re-imaged.

To learn more about traveling with university assets, review Foreign Travel – How To.

Travel Insurance

Do I need to purchase travel insurance for my trip?

It is highly recommended that you purchase international travel insurance to cover any medical expenses you may incur while traveling. Students traveling abroad are required to purchase CISI international travel insurance.

Blue Cross/Blue Shield (BCBS) is not accepted in all countries and municipalities. Check BCBS for your existing health coverage outside the United States. CISI travel insurance is available for purchase at an affordable daily rate and is accepted worldwide.

Before departure, please review The Texas A&M University System Blanket Evacuation Coverage administered by CISI. This covers medical evacuation, return of remains, security evacuation and 24/7 phone/email assistance (via Team Assist) for A&M System employees traveling on university business.

Questions?

Thank you for your advance planning and thorough preparation. Safe travels.

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