International Travel for Faculty and Staff
Prior to departing on a university-related international trip, all faculty and staff travelling internationally for university business (e.g., research, teaching, lectures, keynotes, conferences, consulting etc.) are required to complete the following steps. The process is the same no matter the funding source.
This section does not apply to personal/vacation travel that is unaffiliated with UT San Antonio.
These steps apply to official travel for individuals and groups.
International Travel Process for Faculty & Staff
1. Check Restricted Regions List
- If your travel requires review of the IOC, go to Step 2.
- If your travel is does not require review of the IOC, go to Step 3.
2. Request review of the IOC
Submit your completed documents to the International Oversight Committee (IOC) at least 60 days prior to your intended transportation purchase. The IOC review process typically takes 2–4 weeks.
The committee meets every two weeks and does not review requests off-cycle. All submissions must meet established deadlines to be considered.
Please note that each academic department may have different procedures for routing documents and obtaining required signatures from the Department Chair/Supervisor and Dean/VP/Unit Leader. It is the traveler’s responsibility to track the status of their IOC forms, ensure all approvals are obtained, and submit completed materials on time to: globaltravel@utsa.edu.
Individual Faculty/Staff Request Form
Group Faculty/Staff Request Form
NOTE: Per UT System international travel policy, travel that has been approved by the IOC may be subject to additional review if there is a change in circumstances and/or additional review is deemed necessary by the IOC. The IOC may withdraw travel approval at any time.
3. Request a Travel Authorization
Once IOC approval is received, request a travel authorization. All faculty and staff are required to submit a Travel Authorization for business travel before departure. The TA is a departmental requirement and is not a part of the Restricted Regions request process, nor is it processed through Global Initiatives. Contact your department with any questions.
4. Complete Mandatory Export Control Requirement
Export Control: If you are traveling internationally with any UT San Antonio‑owned equipment, you must complete an export control review prior to departure. This requirement ensures compliance with U.S. export control regulations. Access required forms and additional guidance: https://research.utsa.edu/compliance/export/travel.html
5. Complete Mandatory Cybersecurity Requirement
Cybersecurity Travel Notification: Travelers visiting destinations outside North America must submit a Cyber Security Travel Notification 2–3 business days prior to departure. This notification alerts the Cyber Operations team of upcoming international travel and helps prevent travel‑related account lockouts or access restrictions. Submit the notification using the ServiceNow portal
6. Determine if you wish to borrow a loaner laptop
UT San Antonio offers a Loaner Laptop Program for International Travel to help reduce data security and compliance risks. Sponsored by the Office of Research Integrity in collaboration with University Technology Solutions, this program provides approved travelers with loaner laptops that allow access to select software applications while abroad. Access required forms and additional guidance: https://research.utsa.edu/compliance/export/travel.html
7. Register your trip in the Smart Traveler Enrollment Program (STEP)
- If you are a U.S. citizen or legal permanent resident, Register in the Smart Traveler Enrollment Program (STEP) through the U.S. Department of State. This will inform the U.S. Embassy you are in-country and allow them to email you critical alerts and travel/security advice while abroad.
- Citizens of other countries can register their trip in their home country’s equivalent of STEP.
8. Review Health & Safety Resources
Review our Health & Safety Resources to help you prepare for your trip.
