[Moderate revision–posted 9/19/25 (replaces 2/10/22 edition)]
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Operating Policy and Procedure

OP 79.05: International Travel

DATE: September 19, 2025

PURPOSE: The purpose of this Operating Policy/Procedure (OP) is to set forth the policies and procedures granting the approval of international travel to countries outside the United States.

REVIEW: This OP will be reviewed every two years after publication by the Section Manager of Travel Services and the Vice Provost for International Affairs with substantive revisions forwarded to the Assistant Vice President and Chief Procurement Officer and the Senior Vice President for Administration & Finance and Chief Financial Officer.

POLICY/PROCEDURE

1.  Authority

According to § 660.024, Texas Government Code (Vernon’s Civil Statutes Supplement, 2002), all international travel by state employees on state business must be approved in advance and in writing by the Chief Executive Officer or an employee designated by the Chief Administrator. The President of Texas Tech University has delegated authority for this approval to International Affairs (IA) for all faculty, staff, and students.

In addition, all foreign travel must comply with TTU’s Operating Policies, TTU System’s Regents' Rules, and TTU System Regulations. Specifically, travel must comply with TTU System Regulation 07.16. Foreign Adversaries – Gifts and Travel.

2.  Approval of International Travel

International travel (including to U.S. possessions, Canada, or Mexico) must be approved by IA and the Office of Export and Security Compliance (OESC) prior to the trip commencement to comply with federal Export Control Regulations. A pre-approval report must be submitted in Emburse Enterprise (formerly known as Chrome River) for faculty, staff, and students at least 30 days before departure. Once the pre-approval is submitted, IA will receive an email notification and will screen for International Safety and Security via Emburse Enterprise. After IA screening, OESC will screen for EC compliance. The traveler cannot obtain a business travel account (BTA) transportation request (TR), travel advance, or receive reimbursement for their expenses until IA and OESC approve the trip. Failure to obtain the required pre-approval may result in denial of the reimbursement claim.

To comply with Federal Export Control regulations (see OP 74.10, Export Control), the following information is required when submitting the Travel Application:

• List of all destinations;
• List of all lodging establishments at each destination;
• Destination contacts;
• Destination affiliations; and
• Business equipment/supplies that will be taken with the traveler.

3.  State-Appropriated Funds

State-appropriated funds (funds starting with 11, 12, 13, and 14) are not allowed for international travel expenditures.

4.  Travel Restrictions

TTU will follow state policy by denying any request for travel to a nation that is subject to a travel warning issued by the United States Department of State. IA will determine if a country is under such a travel warning.

5.  Fly America Act

a.    The Fly America Act (49 U.S.C. 40118) mandates the use of U.S. flag air carriers when traveling internationally on federal funds (funds beginning with 21). Waiver information, certified air carriers, and additional information are available on the Procurement Services website.

b.    Travel agencies should be used for international travel to ensure compliance with the Fly America Act. See OP 79.01, Travel Authority for Texas Tech University Faculty, Staff, and Students, for additional information on transportation requests.

6.  Travel Accident Emergency Evacuation Insurance

TTU students, faculty, and staff are covered by a comprehensive insurance plan when traveling in foreign countries on state business. This plan covers limited medical, travel, and security assistance should the need arise. For questions regarding the policy coverage prior to the departure date, the traveler should contact the TTU System Office of Risk Management at 806.742.0212. Information about the plan can be found on the Risk Management website.

7.  Reimbursement of Travel Expenditures

a.    Meal and lodging expenses for international travel may not exceed the amount actually incurred. Original, itemized receipts for meals may be submitted, or per diem may be claimed. The per diem rates used are the federal rates provided by the U.S. Department of State. Claims for meal expenses may not exceed the daily per diem rate. Lodging exceptions are permitted with a completed Travel Exception Form.

b.    Food and entertainment business expenses incurred must comply with OP 72.05, Expenditures for Official Functions, Business Meetings, and Entertainment.

c.    Travel expenses incurred in a foreign currency must be converted to U.S. dollars. Conversion documentation is required with the final expense report in Emburse Enterprise, and the date used for the conversion must be the date of the expense. The key reimbursement information must be translated into English if the receipt is not in English.

d.    For specific details regarding the reimbursement of travel expenses to destinations outside the United States or its possessions, refer to OP 79.01, Travel Authority for Texas Tech University Faculty, Staff, and Students.

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• 10 President
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