Getting Approval for International Travel
For all faculty, staff and students: Please complete the following steps to get approval for an International Travel Application (ITA) and to prevent your ITA from being returned. In addition, helpful links are provided below regarding travel warnings and emergencies.
Global Safety and Security Resources
Texas Tech University encourages all international travelers to enroll in the Department of State's Smart Traveler Enrollment Program which allows travelers to enroll with the nearest U.S. embassy or consulate during their travels. In the event of any kind of emergency, this will help the U.S. Embassy contact you and provide assistance.
Quick Check List
- International travel is defined as any travel outside of the United States where TTU personnel are representing TTU.
- Complete International Travel Application (ITA) 30 days before travel.
- Export Control Screening is required for all international travel regardless of who pays for the travel. This is completed through the ITA process.
- Visit the TTU Cybersecurity website.
- Be wary of using USB drives given as gifts-they could contain malware.
- Be careful and selective when connecting to wired or Wi-Fi networks. Turn off network connections when not in use.
- If applicable, leave research data stateside.
- When possible, only meet with individuals/entities screened by the university.
- Visit the IT website for more detailed information regarding IT issues and international
- Loaner laptops
- Data storage options
- Credential management options
- TTU infotech.
Steps for Completing the International Travel Application (ITA):
(The steps below do not apply to the faculty, staff or students going abroad through a study abroad program organized by the TTU Study Abroad Office.)
STEP1. Those preparing ITAs ("preparers") are encouraged to take the training offered by TTU's Travel Office on submitting the forms online.
STEP 2. Preparer should complete and submit an ITA online at least 30 days before the departure date.
STEP 3. In the "Explanation" block on the online ITA, please SPECIFY in the first sentence if the traveler is:
- or a US citizen / Permanent Resident Student
- or an International Student (= student under a visa)
- Export Control guidelines should be added in the "Explanation". You will need to add
- Destination University/Company Entity
- Destination Contact
- Equipment you will be taking (Laptops, etc.)
- Please note: The preparer for the ITA will not be able to simply submit a link to the Destination University/Company/Entity. This information needs to be explained in the International Travel Application (ITA).
Then, proceed to explain the purpose of the trip.
STEP 4. Once the ITA is submitted online, the system will automatically send the ITA to the Office of International Affairs(OIA) for approval. Once OIA has approved the ITA the preparer will receive an email through the travel system.
For Students only:
The procedures below apply to all STUDENTS TRAVELLING ABROAD for any TTU related reason (e.g., conference, research, competition, etc.), in any status (i.e., undergraduate, graduate, postgraduate, supported by scholarships or assistantships, etc.) and with any citizenship (i.e., US or international):
STEP 5. After completing step 3 (specifying clearly under the "explanation" section that the traveler is a STUDENT and distinguishing US /permanent resident student from INTERNATIONAL student); and step 4 (having the student/traveler and the supervisor both sign the ITA), please complete ELECTRONICALLY the 2 forms below and also attach to the ITA.
- Emergency Contact Information Release form: signed by the student
- Release and Indemnification Agreement form: completed by the preparer electronically, printed, and signed and NOTARIZED by the student.
- For liability and insurance purposes, all students are required to complete the two forms cited above and linked below before their departure on any international travel. Please send the three signed/notarized documents together to: OIA/ Emily Saiz- MS 5004:
STEP 6. Upon receipt of the above documents, OIA will review and process the ITA as expeditiously as possible. The preparer will receive an email through the travel system once the ITA is approved. The student will receive insurance information regarding her/his international trip to the email he/she provided on the Emergency Contact Information Release form.
TTU Employee International Travel Insurance:
We are pleased to announce that Texas Tech University launched a new comprehensive travel risk management program partnered with On Call International to provide you emergency and non-emergency services and benefits. The Global Assistance Program will provide services ranging from pre-trip planning, to telephone advice, to full-scale medical and security evacuations.
Key features of the new program:
- Medical, travel, and security assistance including insured evacuation and repatriation services
- Coordination of medical care
- Coordination and payment of travel arrangements for you or a person you designate for certain emergency circumstances
Before you travel…
We suggest adding On Call International to the mobile phone you'll be using abroad so you know how to contact us any time you need us. Simply send a text message to the number 444-999 that says "oncallttus" and you'll receive a link to easily add a digital content card right into your phone contacts in just a few taps. It is not an app to download, just an easy way to make sure you have contact information available in case you need help while away from home. Regular text messaging rates may apply.
You can make a collect call, send an email, or text On Call from anywhere in the world 24 hours day to request assistance. If you need medical care, encounter a travel problem, suffer a medical emergency, or are impacted by security crisis anywhere in the world, we strongly encourage you to take advantage of services available through On Call.
Please note that you do not need to enroll in this plan. All employees are covered by this plan when outside their home country on Texas Tech University related travel or assignment, programs, or business. If proof of coverage has been requested by your consulate, please email the request to firstname.lastname@example.org to obtain a Proof of Coverage letter.
- TTUS On Call ID Card and Program Summary
- KeynectUp Download Guide TTUS
- On call full program summary
- Consulate Letter Request Form
If you have any questions relating to international travel, please contact the Office of International Affairs at email@example.com or phone: 806-742-3667.
If you have any questions relating to insurance, please contact the Office of Risk Management at firstname.lastname@example.org or phone: 806-742-0212.