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.
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
- Complete International Travel Application (ITA) 30 days before travel.
- Export Control Screening is required for all official international 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.
If you have any question, please contact the Office of International Affairs at firstname.lastname@example.org or phone: 806-742-3667