1.23 International Travel, Study Abroad, and Use of Technology Abroad

Effective: 10/27/2025
Senate Proposal: no
Responsible University Officer: Manager of Risk Management and Compliance
Responsible Office: Office of General Counsel

Preamble and Purposes of Policy Statement

Michigan Technological University is a world-renowned technological research institution with faculty, staff, and students regularly traveling internationally for University business, including education and research. The University recognizes and supports the international expertise of its faculty and staff, the importance of research beyond borders, and the benefits of providing its students with opportunities to develop global, international, and intercultural competencies. This policy establishes standards and provides resources to assist faculty, staff, and students in preparing for safe and successful international travel, including the safe use of technology.

Policy Statement

All University Travelers participating in International University Travel are required to obtain proper approvals from the appropriate supervisor(s) and/or offices prior to travel. The University reserves the right to cancel or alter any international program or activity if it is determined there is undue risk to the health and safety of faculty, staff, or students, to University equipment or systems, or if approvals were not obtained in advance, if procedures were not followed, or for other legitimate business purposes.  Moreover, Michigan Technological University will not be held responsible for any personal financial costs incurred by individuals prior to receiving all the proper approvals for international travel.  

Applicability 

This policy applies to all University Travelers partaking in International University Travel.

Policy Procedures and Requirements

A.   Approval of international travel

All International University Travel must be approved at least 30 calendar days before travel in accordance with the applicable University procedure and must comply with all applicable International University Travel procedures.  In the event that a travel opportunity arises with fewer than 30 calendar days prior to the start of travel, the policy and all applicable procedures should be followed with all documents clearly indicating the travel dates and the need for expedited review.  In these instances, those involved in travel approvals will endeavor to work through the process quickly, but approval is not guaranteed before it is given.  For University-sponsored travel, the approval steps may be taken simultaneously.  

1. Travelers must follow the applicable procedure(s): 
   1. Student Travel to International Locations(1.23.1)
   2. Staff/Faculty/Other Travel to International Locations (1.23.2)
   3. International Technology Use (1.23.3)
2. International travel registry.  All University travel must be registered with the University’s International Travel Registry.  
3. Financial approval

1. 1. All University faculty/staff must submit a Concur Travel Request at least 45 days prior to departure and receive approval at least 30 days prior to international travel.  Concur Travel Requests must be approved by the department chair/director or the next higher level of authority. Flight information and contact information abroad (telephone numbers and addresses) must be provided to the approving individual prior to departure.
   2. All students traveling on University-sponsored travel must submit a paper International Travel Request Paper Form to risk@mtu.edu unless they are enrolled in a credit-bearing Study Abroad course.   

If travel is being charged to a federally sponsored project, it is required that a U.S. carrier be used (Fly America Act). Any exceptions to the Fly America Act should be discussed with the Sponsored Programs Office prior to the purchase of the airline ticket.

B.   Travel to destinations with elevated risk  

All travel to destinations with a Level 3 or 4 travel alert from the U.S. State Department will be reviewed by the International Travel Review Committee, which will make the final determination regarding travel, including any conditions for such travel. Additional destinations, including those with specific security-related concerns, may be similarly reviewed and approved at the discretion of the University. The International Travel Review Committee will review the specific information available from the U.S. State Department and other sources, insurance-related information, the proposed itinerary, and the purpose of the travel, using this information to balance the risk presented by the travel with the opportunity sought through the travel.  

C.   Health and emergency evacuation Insurance 

All University Travelers must be covered by travel insurance while abroad, which includes health insurance and emergency evacuation coverage.  Employees who are traveling as part of their job duties are covered by the University's insurance. Additional information regarding insurance can be found in the procedures.

D.   Traveling with University-owned Technology Devices

University-owned Technology Devices may only be taken abroad with Information Technology approval due to cybersecurity concerns.  The Information Technology department has loaner phones and laptops available for travel upon request. See Procedure 1.23.3 for procedures related to international travel with technology.   

Related Policy Information

Exclusions

This policy does not supersede any requirement for cleared employees.  This policy is supplemental to cleared employee requirements.  

Contacts

Definitions

(List unique terms, which, by being defined, add to the reader’s understanding of the policy.)

Forms

In support of this policy, the following forms/instructions are included:

International Travel Request Paper Form (used by students) 

International Travel Registry

History

Adopted: 10/27/2025 Approved by appropriate executive team member