Traveling abroad: Faculty, staff and administrators

International travel is restricted and must be approved by the responsible Dean or Vice President, in accordance with the Travel Policy. Approved travelers must complete the Travel Registry process and follow the Travel Guidance below.

Travel registry

*You must enter your UANet ID & password to access the form.

Travel Registry Form

Travel FAQs

1. Who is required to register:

Faculty, staff, and administrators traveling abroad on, or in support of, University business must register their travel.

  • Examples of “University business” include, but are not limited to:
    • Attending a conference
    • Guest lecturing
    • Recruiting
    • Conducting research supported by UA
  • “Personal travel”, such as vacation, is not considered University-related travel.

2. Note about students

“Faculty, staff, and administrators” does NOT include students.

  • Students must complete other university required forms if they are traveling for a UA-sponsored education abroad program or other University purposes (e.g., engineering competition, choir performance, or athletic tournament).
  • Contact Heather Pollock, or visit the Study Abroad site for more information concerning student travel requirements.

Authorization

Authorization for travel abroad must be obtained by the traveler in accordance with the travel requirements for her/his department or administrative unit. However, certain types of travel and travel to certain locations may require additional institutional permissions:

  • The Centers for Disease Control and Prevention (CDC) recommends that you do not travel internationally until you are fully vaccinated.
  • If the travel involves a destination with a U.S. Department of State Level 2 or Level 3 Travel Advisory, CDC COVID-19 Level 3 or 4, or DOS Travel Alert relevant to the area to which the employee plans to travel, the International Center will assess the situation and consult other university personnel such as Risk Management, Office of General Counsel, Office of the Controller, Office of Academic Affairs, and Student Affairs as needed. The University may require the traveler to sign an Acknowledgment and Acceptance of Risk.
  • The traveler must be able to meet all entry requirements of the destination country. UA generally will not pay for quarantine periods required by the destination country. The traveler may be responsible for any additional travel costs outside of the approved travel.
  • International travel funded by federal grants also must be approved by the Office of Research Administration before traveling.

    Travel to destinations with a U.S. Department of State (DOS) Level 4 Travel Advisory or a CDC Warning Level 3 Travel Notice is not permitted for University purposes. Please note CDC Warning Levels are different than CDC COVID-19 Levels.

    Further, special approval must be sought for travel to countries where export controls or economic sanctions are implicated. (See the dropdown: Travel Guidance below.)

    Travel registration online

    Complete the online Travel Registration form:

    When to register

    Employees are encouraged to register their travel at least 4 weeks prior to their intended departure.

    Registration is necessary because:

    • Registration will enroll you in UA’s International SOS plan, and the University will cover the cost.
      • Questions may be directed to the Office of Finance and Administration by contacting Laura Miller-Francis.
    • Registration provides the University with a better understanding of where global partnerships and collaborations are developing, which can aid in decision-making about future opportunities.
    • Registration enables the University to keep track of where faculty/staff are located in the event of an emergency abroad, so we can more effectively provide help.

    Change of Travel Plans

    Use your UANet ID and password to complete the online Change of Travel Plans form.

    Travel guidance

    Passport:

    When to apply for a passport

    Apply for your passport several months in advance if you:

    1. Do not have a passport,
    2. Have a passport that will expire at least six months beyond your expected return date to the U.S., or
    3. Have a passport that does not contain at least 2 blank pages.

    Exceptions:

    • Some countries (such as Canada) will allow you to travel with a passport expiring sooner than six months beyond your return date.
    • But, always check with the country’s embassy, as these requirements are subject to change.

    Getting your passport:

    Visas:

    • Check the entry and exit requirements for your destinations.
    • If you need more information then contact the embassy of the countries you will be visiting.
    • It is your responsibility to ensure you have the appropriate visa category for your intended activities in your destination countries.

    Need help getting started?

    Note:

    • UA is not responsible for detention or administrative actions that employees may face due to violation of visa regulations.

    Prior to departure:

    1. Familiarize yourself with safety information in the U.S. Department of State Travel Advisory for your destination country.
    1. Review and follow recommendations for your destination country at the Centers for Disease Control and Prevention (CDC).
    1. Review entry/exit requirements for your destination by visiting the U.S. Department of State Country information website and entering your destination in the left-hand search bar.
      • Take steps to apply for a visa and/or passport if needed.
    1. Review Your Health Abroad to learn about traveling with prescriptions, obtaining medical care abroad, and more.

    All transfers of research materials, software, or data must comply with export control and trade sanction regulations. It is important to be aware of these laws because violations of export controls and trade sanctions can result in institutional, civil, and criminal penalties. The following is a brief summary of these restrictions.


    Export Control

    Export controls are federal laws that regulate the export of sensitive technologies, equipment, software, biological agents, and related data and services. The regulations are intended to restrict the use of and access to controlled information, goods, and technology for reasons of national security or protection of trade.

    If an item or information is subject to export control, the Export Administration Regulations (EAR), 15 C.F.R. Parts 770-774, and the International Traffic in Arms Regulations (ITAR), 22 CFR Parts 120-130, may require U.S. persons to seek and receive authorization from the U.S. Government before exporting that information, goods or technology to a foreign country.[1]

    Most research conducted within The University of Akron is "fundamental research" and exempt from export control requirements.

    • Fundamental research includes basic or applied research in science and/or engineering at an accredited institution of higher learning in the U.S. where the resulting information either is ordinarily published and shared broadly in the scientific community or where the resulting information has been or is about to be published.
    • Read the Office of Research Administration’s Export Control Statement

    Is an export license required?

    If you have questions about whether an export license is required please refer to:

    The licensing requirements described above will affect only a small percentage of travelers because most types of technology are not controlled for export or release to foreign persons. The technology and technical data that are controlled for release to foreign persons are identified on the EAR's CCL[2] and the ITAR's U.S. Munitions List (USML[3]).

    • [1] Please note: the release of controlled technology or information to, or access to certain goods or equipment by foreign nationals in the United States could constitute a deemed export under Export Control regulations. Questions concerning deemed export should be directed to the Office of Research.
    • [2] Commerce Control List: CCL is found at 15 CFR Part 774, Supp. 1 – Prohibited items may include encryption technology, lasers, navigation equipment, material processing equipment, and other items that do not initially appear to be particularly sensitive.
    • [3] USML is at 22 CFR 121.1

    All transfers of research materials, software, or data must comply with export control and trade sanction regulations. It is important to be aware of these laws because violations of export controls and trade sanctions can result in institutional, civil, and criminal penalties. The following is a brief summary of these restrictions.


    Economic and Trade Sanctions

    Trade sanctions may prohibit travel, payment, or providing anything of value to the sanctioned individual, entity, or country, regardless of the fundamental research exemption. Current lists of targets of these regulations are maintained by the U.S. Office of Foreign Assets Control (OFAC). Trade sanctions may prohibit activities such as transfer of items and services to sanctioned nations.

    Destinations currently subject to the most comprehensive U.S. restrictions include:

    • Cuba
    • Iran
    • North Korea
    • Syria
    • Crimea region of Ukraine

    Note: If you are planning to travel to one of these locations, you will need to request special approval and may need to obtain an export license prior to your trip. These licenses can take several months to obtain.

    Fly America Act

    Travelers who are charging flights to a federally funded sponsored program account must comply with the Fly America Act, 49 U.S.C. 40118.

    • The Act requires travelers to use a U.S. carrier, a carrier that codeshares with a U.S. carrier, or to qualify for an exception if the air travel is funded by the U.S. Government.
    • Therefore, all international travel on grants must be approved by the Office of Research Administration.

    For more information, read the policy.

    To request an exception, complete the Fly America Act Exception Form.

    Traveling outside the U.S. with hardware, software and data

    Do not travel with the following items without determining whether you need an export control license:

    • Devices, systems, or software that are not standard, off-the-shelf products available to the public;
    • Devices, systems, or software specifically designed or modified for military or space applications;
    • Data or information received under an obligation of confidentiality;
    • Data or analyses from a project that has restrictions on the dissemination of the research results;
    • Classified information; or Export controlled information.

    Secure your data

    Regardless of whether you are traveling with a personal computer, UA-owned computer, or any other device, properly secure your hardware, software, and data for international travel.

    If you have questions about how to secure your devices, visit:

    If you are traveling with any export controlled or other sensitive data, you must:

    1. Be sure the items are able to be taken out of the country.
    2. You must encrypt your devices to protect the data from unauthorized disclosure.

    Important notes:

    • Some countries restrict encrypted devices from entering the country.
    • Some countries may ask to have full access to your electronic devices on entrance and exit.
    • Some countries may also enquire as to your use of social media.
    • Ensure you have full backups of any data with which you may be traveling.
    • Minimize the data you have on your device to only the data you will need while traveling.
    • Update your applications, operating systems, and antivirus before your travels.
    • Upon returning from traveling, use a trusted computer with which you did not travel to change the passwords for your critical accounts.