Metadata
Title
Faculty and Staff Travel
Category
international
UUID
cd6baa656efd49019bb6e003de2a3974
Source URL
https://global.utexas.edu/risk/travel/faculty-staff-travel
Parent URL
https://global.utexas.edu/abroad
Crawl Time
2026-03-16T04:23:51+00:00
Rendered Raw Markdown

Faculty and Staff Travel

Source: https://global.utexas.edu/risk/travel/faculty-staff-travel Parent: https://global.utexas.edu/abroad

Find guidance and requirements pertaining to university-related international travel below.

Prior to departing on a university-related international trip, all faculty and staff are required to complete the following steps. The process is the same regardless of whether the travel is funded by UT Austin or not. This does not include personal/vacation travel that is unaffiliated with UT Austin.

Pre-Departure Steps

  1. Request Restricted Regions Travel Approval.

UT Austin faculty and staff traveling internationally to an area designated as a Restricted Region for university business (e.g., conducting research, teaching, attending or delivering lectures or conferences) must apply for and request approval from the International Oversight Committee (IOC). If your destination does not appear on the Restricted Regions list, proceed to Step 2. 2. ### Complete a Request for Travel Authorization (RTA).

All faculty and staff are required to submit an electronic Request for Travel Authorization (RTA) for business travel before departure. The RTA is a departmental requirement and is not a part of the Restricted Regions request process, nor is it processed through Texas Global. Please contact your department with any questions. 3. ### Enroll in the emergency medical and security assistance services by registering your trip in the UT Austin International Travel Registry (ITR).

All employees are required by the UT System (per UTS 190) to register their university-related international travel in the UT Austin International Travel Registry (ITR)in order for the trip to be registered with On Call International (the contracted emergency medical and security assistance provider).

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. ITR registration also informs the campus leadership, Texas Global, On Call International and UT System that we have travelers in these locations who may need support in event of emergency.

Once the trip is registered, email a copy of the confirmation page to grs@austin.utexas.edu.

On Call will enter your trip information upon receipt in their Travel Monitoring platform, powered by OnSolve:

Registering in the free Smart Traveler Enrollment Program (STEP) through the U.S. Department of State will inform the U.S. Embassy you are in-country and allow them to email you alerts and travel/security advice while abroad.

Non-U.S. citizens can register their trip in their home country’s equivalent of STEP. 6. ### Complete Mandatory Export Control Documentation

If you are traveling abroad with any equipment owned by UT Austin, you must complete the TMP License Exemption form and carry a copy with you while traveling. Please note: this form does not require approval by UT Austin; it is self-effectuating upon your completion and signature of the document.

All university employees (faculty, staff and employed graduate students) traveling on official university business to a country of concern (China, including Hong Kong and Macau, Cuba, Iran, North Korea or Russia) are required to utilize a university provided loaner laptop while on official travel. For additional information please contact the Office of Research Support and Compliance via sas@austin.utexas.edu.

Special Notice: Traveling with Students

If you will be leading a group of students abroad, you are required to complete theFaculty and Staff Safety Assessment for International Group Experiences (SAIGE) process, regardless of destination abroad. The sponsoring or hosting department Chair/Unit Head must review and sign requests for faculty- or staff-led group travel. They may delegate this responsibility to another leader in the same office. View the current list of UT Austin Deans and Chairs.

Group leaders are also required to:

  1. Register their travel with Texas Global
  2. Work with college/school staff to submit and obtain an approved Request for Travel Authorization (RTA) if they expect to be reimbursed for expenses.

Regional Limitations of On Call International Policy

There are no geographical coverage restrictions on the On Call policy. All IOC-approved travel is covered by On Call. However, there are some countries where it is extraordinarily difficult to provide help and could impact On Call’s ability to support a traveler. Travelers should take this into consideration when planning international trips.

Texas Global Resources

Health and Safety Resources

What happens if you get sick or hurt while abroad? What if you lose your passport? What if there's an earthquake or political conflict in the country where you’re traveling? Knowing you have resources to deal with emergencies as they arise takes a lot of the uncertainty out of traveling abroad.