International Travel Policy and Process

International travel on UT business by College of Education faculty, staff, and students must be approved in writing by the Dean, even if the travel is at no cost to the University. All international TARs must be assigned to COE Travel (i.e., Dean’s Office) at least 6 weeks prior to travel, regardless of destination.

All university business travelers with international destinations are required to comply with the UT Austin International Travel Policy. (Note: Canada and Mexico are considered international travel). Travelers planning to visit destinations on the UT Austin Restricted Regions List must obtain approval from the International Oversight Committee (IOC) by completing the Restricted Regions request process at least 6 weeks prior to departure. UT Austin travel protocol also mandates registration of travel in the UT Austin International Travel Registry (UTAITR), which initiates coverage in On Call International Overseas Insurance. Travelers must also comply with UTS190 International Travel Policy.

• Travel to U.S. territories typically does not require Dean’s Office approval. However, per the UT Austin International Oversight Committee (IOC), travel to U.S. territories (American Samoa, Guam, the Northern Mariana Islands, Puerto Rico, and the U.S. Virgin Islands) must be registered in the ITR to ensure emergency assistance and overseas insurance coverage through On Call International.

• If traveler is traveling with UT Austin equipment (laptop, tablet, phone), they must complete the Export License Exception Form. The traveler will carry a copy during travel to avoid issues at U.S. border control. 

• The traveler is encouraged to review steps 3 and 4 here, as well as sign up for travel-related notifications referenced in step 4.

• The traveler needs to keep copies of submitted materials for their records.

Please contact Texas Global Risk and Safety if you have any questions about the UT Austin international travel process or policies.

Links for your reference:

• International Travel Policy: https://global.utexas.edu/risk/travel

• UT Austin Restricted Regions List: https://global.utexas.edu/risk/travel/restricted-regions/list

• International Oversight Committee: https://global.utexas.edu/risk/about/international-oversight-committee

• Restricted Regions request process: https://global.utexas.edu/risk/travel/restricted-regions

• UTAITR: https://utdirect.utexas.edu/io/abroad/itr/

• On Call International: https://www.aerogami.us/documentreq/OnCall/8bh0fafb1/get?serverKey=xGjKFEpnLGSRoc7LKb7cn4qSXaG5qFRj&browserKey=rqq5CjqgdLUbec65obEcgqMUd5qMGCop-16377116840191b4aqxkt71rwnr1goldyxk

• UTS190 International Travel Policy: https://www.utsystem.edu/board-of-regents/policy-library/policies/uts190-international-travel-policy

For international travel using Faculty Travel Grant (FTG) or Dean’s supplemental funds, use the “Faculty Research Travel Policy and Process" and follow the restricted region instructions below.

• The traveler completes a Travel Authorization Request (TAR) via the online request form system at https://utdirect.utexas.edu/apps/services/requests/ and assigns it to the unit travel coordinator.

• The travel coordinator reviews and completes the TAR:

  • Verify that the traveler has provided the name of colleague(s) assuming duties, including chair and administrative duties.

  • Verify that conference and travel dates match; provide an explanation in the “Request Notes” section of the TAR if the travel dates are more than one day before or after the conference dates. Additional days will be considered personal at no cost to UT.

  • Add account and other required information.

  • “International Travel” must be marked “Yes.”

  • Upload the required documentation as a single PDF attachment to the TAR.

    • If presenting paper: abstract/description of paper and email/other confirmation of acceptance.

    • If attending conference or meeting: agenda/description and email/other confirmation of invitation.

    • Research/other activities: statement of work and other pertinent documentation.

      • If on a grant, include a proposal and/or budget narrative that provides context and documents the need for the travel.

      • If consulting work, confirm that outside employment was approved and include a written invitation.

  • Check the restricted region status at https://global.utexas.edu/risk/travel/restricted-regions/list.

    • If the destination is not a restricted region, add to “Request Notes”: “Not a restricted region.”

    • If the destination is a restricted region, go to https://global.utexas.edu/risk/travel for procedures and required paperwork.
      
      

      • Attached the completed forms, signed by the traveler, Chair, and Dean's Delegate to your TAR

      • Attach the IOC approval letter as a separate PDF attachment to the TAR.

• The travel coordinator assigns the TAR to the department chair or center director for approval.

• The department chair or center director assigns the TAR back to the travel coordinator after indicating approval.

• The travel coordinator assigns the TAR to Group 00322 “COE Travel.”

• Dean’s Office staff works with the travel coordinator to resolve any inconsistencies or missing information.

• Dean's Office staff obtains Dean's approval.

• Dean’s Office staff assigns the TAR back to the travel coordinator.

  • For Category One and Two restricted regions, the Dean’s Office will provide the IOC approval letter to the travel coordinator.

  • If state funds will be used, the Dean’s Office will provide a copy of the Dean’s approval to Imaging & Documentation Services.

• The travel coordinator finalizes the TAR, which automatically generates the VE5.

• The travel coordinator verifies that all necessary information was captured on the VE5, then routes it forward for approval.

• If state funds will be used, the travel coordinator sends the VE5 coversheet with the packet that shows the Dean’s written approval to Imaging & Documentation Services.