Global Travel Safety & Security

Employee Travel

Employee Travel

All employees traveling internationally on university-related business must complete applicable travel authorization, registration and preparation requirements before departure, which, is accomplished through submitting a Spend Authorization through Workday (regardless of funding source or cost/no-cost).

Review the steps below to prepare for your trip and understand additional requirements that may apply based on your destination or travel activities.

All employees traveling internationally on university-related business must initiate and submit a Spend Authorization in Workday, regardless of funding source or whether the trip involves university expenses.

During submission, provide complete and accurate information about the proposed trip, including your destination, travel dates, purpose of travel, and other requested details.

Before submitting

  • Submit your request at least 30 days before your proposed departure date.
  • Review the U.S. Department of State Travel Advisory for your destination.
  • Review applicable university travel policies and destination restrictions.
  •  Allow additional processing time for higher-risk destinations.

The Spend Authorization initiates the university's international travel review and approval process. Submission does not constitute authorization to travel.


Following submission, your Spend Authorization routes through the appropriate departmental approval process.


Once these approvals are completed, your request advances to Global Travel Safety and Security for destination classification. You can monitor its status through Workday.

Global Travel Safety and Security reviews your proposed destination based on the U.S. Department of State (USDOS) Travel Advisory Level and whether the destination is designated a Foreign Country of Concern (FCOC).

Level 1 or 2, Not an FCOC

Travel to destinations classified as USDOS Level 1 or 2 that are not designated FCOCs generally proceeds through the standard travel authorization process. Your request returns to you to complete required travel documentation.

Level 3 or 4, or Level 1 or 2 and an FCOC

Travel to these destinations requires additional review by the Global Travel Safety and Security Committee (GTSSC). The committee evaluates the proposed travel, including relevant safety and security considerations, and provides a recommendation to the designated university decision-maker.

If approved, the request continues through the established Workday process. Additional requirements or conditions may apply based on the review outcome.

Important

Departmental approval or completion of the GTSSC review does not constitute final authorization to travel. All remaining Workday requirements and approvals must be completed.

When your Spend Authorization returns to you for documentation, complete and upload the applicable requirements in Workday.

Global Travel Liability Waiver

Complete and upload the required university travel liability waiver acknowledging the applicable travel risks and responsibilities.

Smart Traveler Enrollment Program (STEP)

Enroll your trip through the U.S. Department of State's Smart Traveler Enrollment Program and upload proof of enrollment. STEP provides destination-related safety information and helps U.S. embassies and consulates communicate with enrolled travelers during emergencies.

International Travel Insurance Documentation

Complete the applicable insurance documentation requested through Workday. 吃瓜网 Atlantic requires approved international emergency health/travelers' insurance for university-related international travel. Do not self-enroll in the CISI insurance plan before your travel request is fully approved. Follow Global Travel Safety and Security instructions regarding any insurance documentation requested before approval.

Export Control Screening Questionnaire

Complete the required Export Control Screening Questionnaire and upload it through Workday. Travelers taking university-owned devices, research data, equipment, or other controlled materials abroad must comply with applicable Export Control and information security requirements.

Ensure all required documentation is accurate and complete before resubmitting your request.

After the required documentation is submitted, your Spend Authorization advances through additional institutional reviews.

Global Travel Safety and Security Review

Global Travel Safety and Security reviews the submitted documentation for completeness and verifies that applicable travel safety and security requirements have been addressed.

Export Control Review

The request then routes to Export Control for review of the completed questionnaire and any applicable restrictions related to your destination, equipment, technology, research, or other travel activities.

You may be asked to provide additional information or documentation before the request can proceed. Once these reviews are completed, your Spend Authorization advances through the remaining university financial and fiscal approval processes.

Following completion of the travel safety, security, and export control reviews, your Spend Authorization continues through the remaining university financial and fiscal approval processes in Workday.

Monitor your request and respond promptly to any additional information or actions requested.

Before proceeding

  • Confirm that your Spend Authorization has received all required approvals.
  • Review any conditions or additional requirements associated with the approval.
  • Ensure your travel arrangements align with the approved destination, dates, and purpose of travel.

Final approval of your Spend Authorization completes the university's established authorization process for your proposed international business travel.

Once your Spend Authorization is fully approved, complete any remaining pre-departure requirements.

International Health and Travelers' Insurance

All 吃瓜网 Atlantic employees traveling internationally on university-related business must have approved international emergency health/travelers' insurance consistent with University Policy 3.4.2. The university's approved plan is administered through Cultural Insurance Services International (CISI). Eligible faculty and staff may self-enroll at no cost after their travel request is fully approved.

Insurance Coverage Dates

Coverage should align with the approved arrival and departure dates for international university business travel. When necessary, coverage may include up to three additional days before and after the approved business travel to accommodate arrival and departure. Personal or vacation travel before or after the approved university business trip must not be included in university-sponsored coverage dates.

University Technology and Information Security

  • Confirm university-owned devices meet applicable security requirements.
  • Consult your local IT support team about international travel with university technology.
  • Review restrictions involving research data, sensitive information, or equipment.
  • Avoid connecting unknown USB devices or accessories.
  • Secure devices throughout travel and promptly report loss or theft.

Travel Safety Preparation

Review destination-specific health, safety, and security information. Understand how to access emergency assistance abroad and retain copies of important travel, insurance, and emergency contact information.

Personal Travel with University Devices

University personnel may take University-owned technology devices, including laptops and cell phones, with them during personal travel, subject to specific requirements and obligations.

Important: Personal international travel does not follow the university's travel authorization process unless the trip includes university-related activities.

  • It is recommended that University-owned technology devices not be taken on personal travel outside the country if possible.
  • Users may not take University-owned devices with them during personal travel to any "Foreign Country of Concern" as defined in 吃瓜网 Statute 286.101. These countries currently include, but are not limited to: China, Russia, Iran, North Korea, Cuba, Venezuela, and Syria.
  • Users must report any loss or theft of a University-owned technology device to their supervisor without unnecessary delay.
  • Users must not, if possible, allow their University-owned technology devices to be used by others. If such use of devices by a third party is unavoidable, it must be reported to their supervisor without unnecessary delay when it is safe to do so.
  • Users may not have Level 1 Highly Sensitive Information belonging to the University or others on their technology device. If a user regularly works with this type of information, a loaner device should be used when traveling.
  • Users must abide by any security requirements for data on technology devices. For example, there are restrictions on research data from the Federal Government or third parties.

General IT Considerations:

  • University devices must comply with all security requirements prior to travel, including but not limited to disk encryption, university-issued vulnerability detection and response tools, and mobile device management.
  • Avoid using University-owned technology devices for personal use wherever possible. Personally owned devices should be used instead.
  • Avoid performing financial activities or logging into bank accounts on University-owned devices while traveling.
  • Before travel, ask local IT staff to verify that the technology devices are up to date with relevant security patches and properly encrypted.
  • Do not plug USB devices or other devices purchased in another country into a University-owned technology device.
  • Do not leave technology devices unattended unless they are secured in a cabinet, room, or other location.