OP 79.05: International Travel
[Moderate revision–posted 6/10/26 (replaces 9/19/25 edition)]
Operating Policy and Procedure
OP 79.05: International Travel
DATE: June 10, 2026
PURPOSE: The purpose of this Operating Policy/Procedure (OP) is to set forth the policies and procedures granting the approval of international travel (defined as travel outside of the United States where Texas Tech University personnel are conducting official state/university business) 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 (President) or an employee designated by the Chief Executive Officer. The President of Texas Tech University has delegated authority for this approval to International Affairs (IA) for all faculty, staff, and student international travel.
In addition, all international 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. Official State/University Business – Official business travel includes trips where an employee, faculty member, student, or authorized individual is traveling to support any one or more of the following:
- Acting in their official role or capacity;
- Supporting an official university or State of Texas organization or group;
- Supporting Texas Tech University research initiatives;
- Advancing the institution’s objectives (education, research, service, administration, enrollment, alumni, development);
- Performing job-related duties away from their primary work location;
- Attending or participating in conferences/seminars/workshops/continuing education;
- Traveling with prior approval according to institutional policy; or
- Traveling with financial support from the institution.
3. 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 export control 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.
4. State-Appropriated Funds
State-appropriated funds (funds starting with 11, 12, 13, and 14) are never allowed for international travel expenditures.
5. Travel Restrictions
TTU will follow Texas Comptroller and state policies by denying any request for travel to a nation that is subject to a travel warning issued by the United States Department of State. The Department of State identifies travel warnings as Level 3 (“Reconsider Travel”) or Level 4 (“Do Not Travel”). TTU will deny any request for student travel to any location with a travel warning of Level 3 (“Reconsider Travel”). TTU will deny all travel to any location with a travel warning of Level 4 (“Do Not Travel”). IA will determine if a country is under such a travel warning.
No faculty, staff, or students shall travel, on official state/university business, to a country on the U.S. Department of Commerce’s foreign adversaries list under 15 CFR § 791.4, absent written approval from the Office of General Counsel and the President or their authorized delegate.
6. 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 are recommended 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 and the Procurement Services website for additional information. The contracted travel agency company is Collegiate Travel Planners.
7. Travel Accident Emergency Evacuation Insurance
TTU students, faculty, and staff are covered by an international travel insurance plan when traveling in foreign countries on TTU 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.
8. 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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