Travel Compliance

Summary

The University Business Travel Policy requires the use of Concur for all international travel requests and bookings. The Concur system maintains a record of all international travel whether the travel is University or personally/externally funded. All employees traveling internationally are required to complete the CITI-based Foreign Travel Security training annually.  

The travel request process includes workflow that, at minimum, requires approval from the employee’s HR-assigned supervisor. If an employee is traveling internationally, the request will be reviewed by Global Risk and Security for safety of the proposed destination and export compliance. Additionally, GRS will perform due diligence on the proposed activity (e.g. collaboration, conference attendance, presenting/guest lecturing). All international travel requires a Travel Request when it is expected that the traveler will perform business related duties regardless of whether it is University or personally/externally funded.  

If the employee is requesting travel to a high-risk location, as determined by the U.S. Department of State and/or the Centers for Disease Control, a risk mitigation plan must be submitted by the employee. The request and risk mitigation plan will be routed to a Travel Threat Committee (TTC) who evaluates the plan against the risk of the destination as well as travel to and from that destination. After consideration, the TTC will approve or deny the request.  

University policy prohibits employees from taking university issued devices or data outside the United States. The travel request and required completion of the "Export Control and International Laptop Checkout" form will automatically request a loaner laptop and an Azure Virtual Desktop (AVD) environment to support the employees' work while abroad. Additionally, the form is reviewed by GRS to ensure export compliance of any data, devices, or equipment the employee plans to export.  

Several mobile applications are available to support the employee's travel. Information regarding those applications and information regarding foreign travel security can be found on the Foreign Travel Security website.