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Foreign Travel

Requirements:

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. All current Texas State students, employees, and guests of employees must complete and attach the applicable Release of Liability and Assumption of Risk for Foreign Travel form (T-4, T-4G, or T-4M) for University-sanctioned foreign trips, located on the Forms webpage.
  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 http://www.txstate.edu/research/orc/export-control.html.

Travel Assistance and Foreign Travel Insurance

International SOS is the travel assistance provider for Texas State University travelers. Wherever you go, Texas State University wants to help ensure your health and safety. If you are planning a university-sponsored trip outside of the United States, you have access to the International SOS program, which provides medical and security services. This service is a great benefit in the event you need help while traveling.  There are two distinct ways in which International SOS can provide you information prior to and during travel. One is the MyTrips on-line traveler profile and other is the Assistance App, used via Smart Phone.  These two options allow you to do different things; note that the App is more limited as it displays data from your MyTrips profile, but you cannot add or modify itineraries nor update your profile through it.

MyTrips

First, set up your user profile in MyTrips (https://mytrips.travelsecurity.com/Login.aspx) to ensure you have access to the pre-trip data and other services International SOS provides. For your assistance, a user guide is located on the Travel Assistance & Foreign Travel Insurance page.  Be sure you are registering with the email address you use for Texas State (e.g. the NetID email or alias email).  Once you have registered for MyTrips, you will receive an email to activate your profile, which must be completed within 24 hours of receiving the email.  Before your trip, you will want to take advantage of International SOS' pre-trip planning services. You can also check out the latest travel and safety alerts, including health alerts, risks, and other important news.

All travel booked through the university’s travel agencies (ASCOT or CTP), whether domestic or international, will have the itinerary automatically sent to ISOS to be added to the traveler’s profile.  If the traveler doesn’t have a profile, one will be created.  In that case, the email provided by the agency will be used for the email on the profile.  The traveler will need to the log into MyTrips and select  “Forgot Password” to create their profile password.  If a third party or the traveler pays for airfare, the traveler is required to forward the airline confirmation email to ISOS. To do this, the traveler should forward the confirmation to their Texas State email address, then forward that to the TSUSTravel email address listed below.  Travelers must always forward their itineraries from the email address on record in their MyTrips profile. Each time an itinerary is sent from a different email address, ISOS creates a new profile, so the travel information will not be synced to the original MyTrips profile created.  If you want to use an alias or different email address after your profile is already set up, contact onlinehelp@internationalsos.com to update the preferred email address to avoid duplicate profiles. You can also log into your MyTrips profile and add an additional email address as non-preferred or remove the existing email and add the new preferred email.

The forwarding email address depends on who is forwarding the itinerary confirmation, as follows:

  • Travelers can forward their itinerary confirmation to:   
  • Travel Assistants can forward a traveler’s itinerary confirmation to:
  • On the To… line enter the traveler’s email address used for MyTrips. This is to identify the profile to which the itinerary information should be attached.
  • On the CC… line enter TSUSTravel-TO@itinerary.internationalsos.com

Assistance App

Additionally, it is suggested that you download the Assistance App (this link will provide an overview), which provides health and security updates right to your smart phone. You can set up the app using your Texas State email address. The traveler’s name and email address used on the app must match the email used in MyTrips for the two systems to sync data.  You will then receive an email from app@internationalsos.com requesting you to “click here” to set up your Assistance App password.  The password can be the same as MyTrips if you prefer. You can also visit the Travel Assistance & Foreign Travel Insurance page to access Texas State’s membership number in order to log in.  If you use the membership number to log in on the app, you will not have access to your personal itinerary details or be able to “check-in” on the app once you arrive at your destination.  Therefore, your Texas State email address (same as used in MyTrips) is the preferred address to use with the app. The check-in option is important since it advises the university that you have reached your destination should any reporting be needed regarding who is in a particular location should a situation occur.  Note, you cannot forward an itinerary to the app, only to the MyTrips email addresses above. The app is read only and data may not be modified. If you want to make an email address change within the app, contact onlinehelp@internationalsos.com

During your trip, if you experience an issue while traveling abroad, call International SOS for assistance. With the Assistance App, you can call directly with a single click on your phone.  This service can help you find a doctor or hospital, access prescription drugs, and more. In extreme instances, International SOS can even arrange to have you evacuated. Plus, you'll receive assistance with other issues, such as access to money, legal service referrals, and language, and communications assistance.

Other Information

For more information, visit www.internationalsos.com and enter your membership number. If you are having any difficulties with MyTrips or the Assistance App, contact onlinehelp@internationalsos.com for support. While in the US, you can reach International SOS at (215) 942-8226. If outside the US, see your International SOS membership card for the appropriate phone number. Should you have any questions regarding foreign travel insurance, please contact the Office of EHSRM at (512)-245-3616 and ask for the Insurance Specialist.

To view the MyTrips User Guide, Quick Training Reference, Pocket Reference Card (for international travel), FAQs for forwarding your travel itinerary to ISOS, the Assistance App Video, or how to File a Claim, visit the Travel Assistance & Foreign Travel Insurance page. Please note, the ISOS processes can be used to receive alerts while traveling domestically. You will still contact 911 or your insurance provider if there is an emergency while traveling domestically.

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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