General Policy and Procedure Information for OSU Faculty/Staff International Travel
All OSU faculty, staff and students traveling internationally on official OSU business are required to request travel approval via OSU procedures. This includes travel funded fully or in part by OSU.
Students traveling on a study abroad course are registered separately through their program application.
International visitors whose visit is being funded by OSU should also have an international travel request submitted on their behalf.
You can view the full policy and procedures at OSU International Travel Policy 1-0132.
While requests for US travel is processed on the online AIRS system, international travel requests must be processed by paper using the Out-of-State Travel Request and Airline Ticket Requisition Form.
Once the completed form has been signed by the traveler and two appropriate departmental supervisors, the form is submitted to OSU International Studies & Outreach (SGSP) in 107 Wes Watkins Center. To avoid the form being returned to you not processed, please make sure to specify the cities to be visited during your trip and the dates when you are going to be in each city. If the traveler is taking personal time right before or after the official OSU travel please make note of it. We do not need to know the specifics of the traveler’s personal time, that is just required for OSU business.
SGSP reviews travel requests daily and routes all approved international travel to the OSU Board of Regents each Friday for final approval. The purchase of airline tickets and international travel that occurs before the traveler’s department receives the approved request with the stamps, “Transmitted to OSU Board Office” and “Associate Vice President, Division of International Studies & Outreach” is a violation of OSU travel policy and can result in reimbursement for any incurred expenses associated with the trip being denied.
SGSP will register approved travel with the US Department of State online travel registration system (STEP) and log the travel into OSU’s online international travel database. All approved travelers will receive an email asking them to complete an online form for SGSP providing information requested by the Department of State for online travel registration.
Approved travel is returned to the person who prepared the travel request for tracking and return to the traveler in an SGSP folder that may include:
- The approved international travel request
- International travel insurance certificate (Coverage is provided by OSU via ACE Executive Assistance Services. Please be aware this insurance does not apply in some countries. See the FAQs for details.)
- A copy of OSU’s International Travel Policy and Procedures Statement
- A list of any Memorandums of Understanding that OSU has with institutions in the destination country
- A list of any OSU faculty members who have traveled to the same country within the past 2 years (for shared contacts, travel tips, etc.)
- Culturegram information for the destination country (The traveler can log in using the username and password provided.)
- A combined graduate/undergraduate recruiting brochure (2 copies)
- Two OSU luggage tags courtesy of International Studies & Outreach
Please be sure to leave appropriate contact information with your department head or direct supervisor. In case the need arises, it is important for your employer to have contact information for you while traveling.
Travel to State Department Warning Countries
All travel requests are reviewed for travel warning risk upon submission to SGSP as of the date received for processing. If the request for travel is for a destination in a US Department of State travel warning area, SGSP will route the request to Risk Management for review and will request additional information from the potential traveler. Completion of these additional forms helps ensure that the traveler is aware of and prepared for possible risks in the travel warning area and that precautions have been taken. The traveler is required to complete these warning country documents individually and may not have an office assistant or other individual complete these required documents for them.
- OSU Risk Assessment Worksheet for Travel Warning Countries
- Assumption of Risk Agreement for OSU International Travel
The Office of Risk Management and International Travel Risk Assessment Committee will review the forms and determine whether or not to waive the policy that prohibits travel to a travel warning area. The travel request will be returned to the traveler’s department as approved or denied, pending the committee’s decision. Any further processing for approved travel is then completed.
Student Mandatory Travel Insurance
The ACE Executive Travel Insurance mentioned above only covers employees of OSU on approved international travel. Students traveling internationally are not covered by this policy unless they are also an employee of OSU and traveling on official OSU business as part of their job. For all other student international travel under the auspices of OSU (including study abroad, conference presentations, research and other associated activities) the OSU Board of Regents requires all students be insured for emergency medical coverage, emergency evacuation and repatriation of remains. This coverage is billed at $3.00/day of official travel to the student’s bursar account or in the case of official, faculty-led study abroad programs via internal invoice to the course. For more information on the mandatory OSU student insurance policy, visit this webpage: https://abroad.okstate.edu/outgoing/insurance.
Export and Intellectual Property Controls
Please also be aware that the United States government has adopted export control regulations that occasionally impact academic activities overseas. You can review those policies at:https://urs.okstate.edu/foreigntravel. It is the responsibility of the OSU employee to maintain compliance with current export control regulations.
We hope that you have an international travel experience that is both professionally rewarding and enjoyable. If International Studies and Outreach can be of assistance, please do not hesitate to contact email@example.com 405-744-6606