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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 before making the trip.  This requirement also includes foreign guests coming to Texas State and Texas State is paying for the travel expenses.

Requirements:

  1. Complete a travel request in TRAVELTracks or travel application ( For non-wmployees).
  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. Submit the travel request or application for approvals forty-five (45) days prior to departure. Approvals include the account manager, academic chair (if applicable), academic dean (if applicable), division Cabinet Officer, the President, and the Office of Risk and Compliance.. 

Other Requirements

  1. Athletic Department employees or employees of the university under provisions of gifts or bequests, contracts between institutions and the Federal Government, or other contracting agencies do not require approval by the President for foreign travel.
  2. 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.
  3. All foreign travel by state employees on state business, paid for from local, grant or personal funds, must be approved by the President in advance.
  4. 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.
  5. 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. Contact the State Department’s offices in Washington at (202) 647-5226, to determine if a country is subject to such a travel advisory.
  6. The President will not approve any foreign travel after the fact.
  7. The traveler must convert to United States dollars the travel expenses incurred in foreign currency and have the exchange rate on the travel voucher.
  8. Any travel expenses incurred after the date of the President’s approval, other than the return airfare, may not be reimbursed.
  9. Travel expenses, which exceed the President’s approval, will not be reimbursed.

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.