International Travel Authorization for Faculty and Staff

Faculty and staff traveling on behalf of the University must obtain institutional travel authorization and register their trip in International SOS prior to departure. Please note that Research Assistants, Teaching Assistants and Teaching Associates must follow the student process.

Collect required documents

  • International Travel Authorization (ITA) form
  • If the faculty/staff will travel to Cuba, include the Certification of Activity for Travel to Cuba.
  • If the faculty/staff will travel to an Extreme Country, include the OFAC license requirement status as deemed by the Office of Research Compliance (ORC) and the Insurance Questionnaire for Extreme Countries.
  • If the faculty/staff will need a letter of evacuation and repatriation coverage for visa purposes, include the official requirements specified for the letter by the country embassy.
  • Register the trip in ISOS if the traveler already has their trip itinerary.  Registration must occur prior to departure.

Request travel authorization by following these steps in order:

  1. Fill out the ITA form and include additional required documents as applicable
  2. Obtain Immediate Supervisor Authorization: This signature indicates that the required forms for the travel request were submitted; and that appropriateness of the trip and, if applicable, that funding for the trip were authorized.
  3. Register the trip in ISOS if the traveler already has their trip itinerary.  Registration must occur prior to departure.
  4. Obtain Research Compliance (ORC) authorization only if traveler will take UTD-owned devices or equipment: This signature indicates that an export license is not required for the carrying of the described UTD-owned devices or equipment outside of the US.  Submit a complete request to [email protected] – ORC will review and route the travel request to the International Center at [email protected].
  5. Obtain International Center (IC) destination review and, if applicable, risk authorization.  If the request was sent to ORC, ORC will route it to the IC.  Otherwise, submit the travel request directly to the IC at [email protected]. Plan for the IC to receive the request a minimum of 15 business days prior to departure.  Missing required documents will delay the trip authorization.
    1. If the travel is to a high risk region or an Extreme Country the International Center will request risk authorization on the traveler’s behalf.  It is recommended to wait for risk authorization before purchasing tickets, obtaining visas, etc.  The International Oversight Committee (IOC) decision is obtained generally between 1 to 5 business days.  In some cases a decision on the risk of the trip may take more due to the complexity of the case or required additional levels of risk authorization (see Extreme Countries). The traveler is notified once the decision is obtained.
    2. The IC will route the travel request to the President or appropriate President’s Designee.
  6. Obtain Institutional Authorization.  The IC will route the travel request to the President or President’s Designee.  The President or President’s Designee will review the request and sign to provide institutional authorization. Institutional authorization considers that all prior required authorizations and reviews in this process are complete.
    1. The President or President’s Designee office will route the authorized travel request to Procurement Management at [email protected] and to the traveler.
    2. At this point the travel authorization process is complete. Please note that any reimbursement is conditional to having a travel authorization on file.
  7. Register the trip in ISOS if you haven’t already.  Registration must occur prior to departure.

If at any point in the authorization process the travel request is denied, the request will be returned unsigned to the traveler and staff assisting with the travel authorization process.