INTERNATIONAL TRAVEL PROCEDURES

(Last Revised, January 2023)

Travel outside the continental United States (including travel to Hawaii, Puerto Rico, and Canada) requires final approval by the President of the University.

Prior approval of the Department Head, Dean/Director, Vice President, International Institute, Office of Research Compliance and Security, Provost, and President is required to be initiated in Concur at least 30 days before departure, when travel is outside the continental limits of the United States for University business purposes.

Private funding of International Travel (i.e. funded by employee, Development Foundation, or other private funds not administered by MSU) does not require the estimate of expenses. If private funds are utilized, an advance by Travel Services is not allowed. However, all international travel must be approved through appropriate offices, including the President's.

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INTERNATIONAL TRAVEL SECURITY GUIDELINES

The International Institute is responsible for upholding the travel security guidelines for MSU faculty, staff, and students participating in an international travel experience whether for a conference, research activity, program development, study abroad, experiential learning, or any other academic or business-related travel either sponsored or affiliated with MSU. The intent is to promote and protect the safety and security of our MSU family.

MSU utilizes the U.S. Department of State Bureau of Consular Affairs Travel Advisory system to assess risks associated with international travel. The system provides clear, timely, and reliable safety information about every country in the world. Each country is assigned a Travel Advisory Level 1-4 for the country as a whole (listed below). The advisory report for a country may also apply varying levels of advisories for specific locations or regions within a country. For example, a Level 2 country could have cities or regions with Level 3 or 4 ratings.

• Level 1: Exercise normal precautions
• Level 2: Exercise increased caution
• Level 3: Reconsider travel
• Level 4: Do not travel

More information regarding the Travel Advisory system is found at https://www.travel.state.gov/content/travel/en/traveladvisories/traveladvisories.html

Based on the U.S. Department of State Travel Advisory System, the following MSU international travel guidelines apply.

1. MSU will not approve university travel to a Level 4 country or region unless that rating is based solely on the COVID-19 pandemic.
2. Countries and regions within countries designated as Level 3 are considered elevated-risk regions. Travel to Level 3 regions is discouraged and requires a risk assessment and additional documentation stating safety procedures are in place for the trip prior to approval.
   1. All travel by faculty, staff, and students to Level 3 regions will be required to sign an "Assumption of Risk and Release Form" prior to travel.
   2. While University affiliated travel to elevated-risk regions (Level 3) is generally prohibited, faculty or staff planning a student program to an elevated-risk region or who wish to travel to an elevated-risk region for research or other purposes may do so by providing adequate documentation to the International Institute that: (1) summarizes the major risks of travel to the proposed area, (2) indicates ways in which the faculty leaders can mitigate those travel risks, (3) demonstrates the travel has extraordinary academic or research value, and (4) shows that travel to an alternative location would not provide a comparable experience.
   3. Similarly, any student or student group planning to travel on their own to elevated-risk regions through a university affiliated program may do so by providing adequate documentation to the International Institute that: (1) summarizes the major risks of travel to the proposed area, (2) indicates ways in which the student can mitigate those travel risks, (3) demonstrates the travel has extraordinary academic or research value, and (4) shows that travel to an alternative location would not provide a comparable experience.
   4. The decision regarding whether to grant an exemption and allow travel to an elevated risk region (Level 3) is within the sole discretion of University administration. If approved, then all MSU faculty, staff, and students traveling must sign an "Assumption of Risk and Release Form" indicating that he or she acknowledges and fully assumes all risk related to the travel and the University will bear no responsibility for evacuation in the event of a crisis or emergency.
   5. The "Assumption of Risk and Release Form" may be signed digitally or by hand. This should be done by the traveler and not his/her delegate. Typed names will not be accepted as valid signatures.
3. All international travel by student groups who are accompanied or led by MSU faculty or staff must register and route through the International Institute for insurance, tracking, and security purposes. Faculty should contact the International Institute for details as soon as group travel is being considered.
4. All travelers should enroll in the U.S. Department of State’s Smart Traveler Enrollment Program (STEP). Enrolling in STEP provides free, electronic travel advisories on safety conditions for their international destination(s). This service provides traveler trip information to the nearest U.S. Embassy or Consulate in the country or countries of travel, allowing the U.S. Embassy or Consulate to assist travelers in the event of an emergency.
5. All faculty and staff must leave a copy of their individual or group travel itinerary with their designated departmental travel manager.
6. Upon final approval of Concur travel request, all faculty and staff (including graduate assistants and student workers in paid status) are automatically enrolled in the University’s international travel accident insurance program (more information on the insurance program, including limits and exclusions, can be found at https://www.ocrm.msstate.edu/insurance/international-travel). The International Institute covers the cost of international travel accident insurance for all faculty and staff.
7. Students enrolled as program participants in a University affiliated program registered with the International Institute will be enrolled in the University’s international travel accident insurance program (more information on the insurance program, including limits and exclusions, can be found at https://www.ocrm.msstate.edu/insurance/international-travel). The cost of student international travel accident insurance will be billed to student accounts by the International Institute or department hosting the trip.
8. Faculty and staff traveling with a University laptop or other device, should contact ORED/FSO at 325-8682 regarding data encryption or participation in the Laptop Loan Program, providing clean laptops for travel.
9. To mitigate risk when traveling, keep a low profile and avoid attracting attention to yourself. Be alert and aware of your surroundings. Take the time to learn about the country/countries or region/regions to be visited and what is or is not allowed culturally and legally.

The various travel forms are available online. They are used to authorize travel, to receive travel advances, to receive and document authorization to charge to EBTA account, and to reimburse the traveler.

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MSU International Travel Forms & Instructions in Concur

• Submitting an International Travel Request
• Concur MSU International Travel Forms (to be attached to request)
  • MSU Form A-04 (employees)
  • MSU Form A-04S (students who are not traveling Study Abroad or Group travel)
  • Assumption of Risk and Release Form - required when traveling to countries with Level 3 or above

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MSU International Travel Forms Outside of Concur

These forms should be used to process travel if the individual does not have a payroll ORG in Banner. If he/she has a payroll ORG, Concur should be used.

• A-04 Form & Obtain a International Travel Number
  (Form should be printed on white paper)
• A-05 Form & Obtain a International Travel Number
  (Form should be printed on light green paper)