REQUIRED 

1. Seek written pre-approval of any business travel (defined as travel for which you plan to seek reimbursement with university, external or donor funding) prior to any purchases or plans that obligate expenses for your travel.
   1. If the proposed travel is for UIS business (regardless of funding source) you must:
      1. Obtain prior written approval from your direct supervisor, dean, and division vice chancellor using this International Travel Request Form.
      2. Follow the System International Travel Safety Policy, Travel Reimbursement Rules, and travel guidelines.
      3. Enroll your UIS business travel after pre-approval and obtain free travel insurance covering your travel. Enroll here.
   2. If the proposed travel is for a UIS activity but paid for by an outside entity, you must also get approval from:
      1. University Ethics and Compliance (UIS activity paid by an outside entity), and/or
      2. UIS Research and Sponsored Programs (outside activities).
2. Only copies of data should be transported, domestically or internationally. Original UIS-owned data should be retained on campus or in UIS-supported cloud storage.
3. Understand the security required for your data—specifically if you work with human subject identifiable information, export-controlled information, data under a confidentiality agreement, data related to intellectual property, etc.

If you do not have written pre-approval at all levels and/or fail to enroll in and provide proof of travel insurance prior to travel, you will not be reimbursed. Please note: Each Division may have stricter travel policies at the Vice Chancellor’s discretion.

RECOMMENDED 

1. Inform your unit (Department, College, Center, or other) information technology/computer support group.
2. Confirm that any devices that will travel are backed up.
3. Update software, including installing encryption and utilizing VPN on all hardware that will travel, including laptops, tablets, iPads, and mobile phones.
4. Consult the Export Control Compliance Officer for training on Export Controls, including but not limited to the “tools of the trade” exception, time limits, restricted party screening with Visual Compliance, the Office of Foreign Assets Control (OFAC) administration of and enforcement of U.S. trade and economic sanctions.