All travel requests and reimbursements must be entered into Concur, regardless of whether the trip is domestic or international. Many offices across campus rely on Concur notifications to begin compliance processes related to travel.
The Export Control Officer may contact travelers prior to their trip, depending on the destination and purpose. An export control license may be required before the travel occurs.
Travel to High-risk Destinations
The Export Control Office does not prohibit, but rather manages, employee travel to high-risk destinations. Management of international travel to high-risk destinations requires a collaborative effort between the traveler and the Export Control Office. Travelers going to high-risk destinations must:
- Complete a pre-travel survey.
- Utilize the loaner laptop program.
- Follow a high-risk travel management plan, if applicable given the purpose and details of the trip.
- Complete a post-travel survey, if applicable given the purpose and details of the trip.
Upon submitting their travel request in Concur, travelers will receive an automated email with instructions on how to complete the above steps.
Travelers must complete the pre-travel survey, which takes less than five minutes, before departure.
High-risk Travel Management Plan
After receiving the pre-travel survey, the Export Control Officer may determine that use of a High-risk Travel Management Plan is needed given the destination and the trip's purpose.
The management plan uses plain language to help travelers comply with federal export control regulations and avoid inadvertently violating them.
Travelers who have this requirement will be contacted by the Export Control Officer directly.
Those completing travel under a High-risk Travel Management Plan must complete a post-travel survey, which they will receive by email after their trip. The survey takes less than five minutes to complete.
Loaner Laptop Program
Use of a loaner laptop while traveling helps protect data and safeguard the UO network.
Upon submitting their travel request in Concur, travelers going to a high-risk destination in which use of a loaner laptop is strongly encouraged or required receive an automated email with a loaner laptop ticket.
Travelers will receive another email when the loaner laptop is ready for them to pick up from User Support Services, along with instructions on how to return the laptop after their trip.
Travelers going to low-risk destinations may opt in to the loaner laptop program if devices are available. Travelers to high-risk destinations receive priority access to loaner devices.
Carnets
A carnet is an international customs and temporary import-export document often referred to as a "passport for goods." Instead of navigating customs procedures in each country, a single carnet document can be used. A carnet enables goods such as scientific or other professional equipment to travel into and out of countries duty-free and tax-free for up to one year.
Travel to Low-Risk Destinations
The Export Control Office supports all international travelers. Employees who are traveling to low-risk destinations and not exporting any items, software, equipment, or technology may opt-in to the loaner laptop program (pending availability) or a management plan, both described above.