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Foreign Travel

To travel under a sanctioned university trip to a foreign country and to be reimbursed for related expenses, the traveler must receive approval from the President or the President's approved delegate (Divisional Cabinet Officer where applicable) before making the trip.  This requirement also includes foreign guests coming to Texas State and Texas State is paying for the travel expenses.


  1. Complete a travel request in TRAVELTracks or travel application (for non-employees).
  2. Attach a completed Release of Liability and Assumption of Risk for Foreign Travel form. The form is only required for Texas State employees and students. Non-Texas State travelers do not need to complete this form.
  3. Review the information listed under the International Travel tab on the Office of Research Integrity & Compliance (ORIC) Export Controls webpage.
  4. Submit the travel request or application for approvals ten (10) business days prior to departure. Approvals include the account manager, academic chair (if applicable), academic dean (if applicable), division Cabinet Officer, the President (if applicable), and the Office of Risk and Compliance.

U.S. Government Export Control

Texas State University must comply with all applicable U.S. government export control regulations. While most Texas State research and technology development is exempt from U.S. export control laws, these regulations may present complications to the conduct of research and academic activities. The International Travel Checklist requirement is used to ensure traveler compliance with these regulations and identifying when a license or license exception is needed before traveling internationally. More Export Control information can be found at

Foreign Travel Insurance

The university provides foreign travel insurance free of cost to faculty, staff, and students when they are in business travel status.  Information concerning the coverage and how to contact the plan administrator is contained in the Travel Assistance Program flyer below.  University travelers must ensure the contact information is with them at all times while traveling abroad so that the information is readily available in the event of an emergency.  Travelers may choose to print the information located at the bottom of the Travel Assistance Program flyer, or travelers may obtain one or more copies of a business card with the contact information from the Travel Office.

Should you have any questions regarding foreign travel insurance, please contact the Travel Office at (512) 245-2775.

Travel Assistance Program Flyer

ACE Foreign Travel Overview

ACE Travel App Overview

Other Requirements

  1. Lodging and Meal & Incidental Expense Per Diem rates are payable in accordance with the Lodging and M&IE policies and rates approved by executive management.
  2. Foreign travel must be for the benefit of the State of Texas and any personal benefit thereby occurred must be solely incidental to the official purpose of the travel. It is the obligation of the individual employee who is traveling and his/her supervisors and executive head to ensure that all foreign travel conforms to this requirement.
  3. It is the policy of the Texas State University System not to approve a request for travel to a nation that is, at the time the request is received, subject to a travel advisory issued by the United States Department of State constituting a warning against or restriction on travel by United States citizens unless the traveler signs a waiver of liability, hold harmless, and assumption of risk release on a from approved by the Vice Chancellor and General Counsel. Contact the State Department’s offices in Washington at (202) 647-5226, to determine if a country is subject to such a travel advisory.
  4. The traveler must convert to United States dollars the travel expenses incurred in foreign currency and have the exchange rate on the travel voucher.

Currency Conversion Requirements

The completed expense report, including receipts, should be filed within ten days after completion of the trip. The traveler should also provide the foreign currency exchange rate on the expense report.  For receipt requirements and conversion methodologies, go to Receipt Requirements.

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