All travel requests and reimbursements must be entered into Concur, regardless of whether the trip is domestic or international.
Export controls receives information from the UO Travel Office about employees' international travel, and 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.
Before engaging in a collaboration with a person or entity in a sanctioned country:
1. Request a Compliance Check
Request a compliance check on the person or organization who will be hosting you or organizing the conference. The compliance check request form will give the export control officer enough information to begin the check, and they may reach out to you with questions to get a better understanding of the nature of the collaboration. Be sure to disclose any specialized equipment that you may be taking with you.
2. Work with the export control officer to apply for a license, if one is needed.
After completing the compliance check, the export control officer may determine that an export control license is required for the travel. Applying for an export control license is a collaborative process, shepherded by the export control officer, in which your input and responsiveness will be needed. It may take 5-6 months for a license to be issued after the application is submitted, so please allow for ample time to complete this step.
3. If research funding will be used to pay for the international travel, get approval from the sponsor.
International travel that will be charged to sponsored awards must be disclosed and authorized by the sponsor prior to travel. Please contact your post-award team at Sponsored Project Services (SPS) to determine any required authorization steps.
4. Consider the UO loaner laptop and device program.
Employees traveling to sanctioned or embargoed countries are strongly encouraged to participate in the UO's loaner laptop and device program coordinated by Information Security. Travel to these countries presents a high risk of having information on the equipment breached and the device used as a vector to get into the university network upon return.
5. Consider payroll implications if you would be out of the country for longer than 90 days.
Employees who will be outside of the U.S. for longer than 90 days may need to comply with international payroll and tax obligations. Travelers are encouraged to seek approval from their department head and from the UO's international employment specialist at the Division of Global Engagement.
6. Check travel advisories before you depart.
Employees should check the travel advisory, issued by the U.S. Department of State, for their destination prior to travel.
7. Consider purchasing UO insurance.
Employees traveling internationally are encouraged to enroll in the UO's travel insurance program. Enrollment and billing occur directly through Concur for staff and faculty. The cost of this insurance is $2.50 per person per day. Employees enrolled in the coverage may be eligible to extend the coverage for leisure travel that occurs before, during, or after their university-related travel for a maximum of 14 days. Coverage includes accident and sickness, security evacuations, emergency medical evacuations, and travel assistance.
8. Register your travel with the Smart Traveler Enrollment Program.
The Office of Risk Management also recommends that employees register their international travel plans with the Consular Section of the U.S. Embassy through the State Department’s travel registration website and enroll in the Department of State’s Smart Traveler Enrollment Program (STEP). Enrollment in this program provides travelers with the latest security updates and makes it easier for the nearest U.S. embassy or consulate to contact you in an emergency.