Travel Policies

TR01 International Travel Safety and Requirements

Policy Status
Active
Subject Matter Expert
Global Safety, University Export Control Office, globalsafety@psu.edu
Policy Steward
Associate Vice President for Procurement, Contracts, and Accounts Payable/Chief Procurement Officer

Table of Contents

Purpose

The Pennsylvania State University ("University"> encourages, supports, and manages University International business travel in furtherance of its academic, research, and public service mission. This policy establishes safety, compliance, insurance, export control, and financial requirements for all University international business travel.

All requirements of Policy TR02 Penn State Travel apply. This policy adds additional requirements specific to international travel. Implementation requirements, approval workflows, documentation standards, reimbursement processing, and operational compliance steps are governed by Procedure TR2001 International Travel Approval, Compliance, and Reimbursement.

This policy supports compliance with:

  • Uniform Guidance 2 CFR 200.475 Travel Costs
  • Federal travel cost regulations, including the Fly America Act
  • IRS accountable plan requirements
  • U.S. export control laws
  • Office of Foreign Assets Control (OFAC) sanctions regulations
  • National Security Presidential Memorandum 33 (NSPM-33)

Policy Hierarchy and Interpretation

This policy takes precedence over all other Penn State policies with regards to university international business travel in all its forms.

In the event of a conflict between this policy and Policy TR02 Penn State Travel, this policy governs international travel safety, risk management, restricted travel approvals, international insurance requirements, export control compliance, research security obligations, and other international compliance requirements.

Policy TR02 Penn State Travel governs financial reimbursement standards, booking requirements, and general travel expense processing.

In all cases, the more restrictive requirement shall apply.

Scope

This policy applies to all university affiliated travelers engaged in university international travel, regardless of the source of funding. Specifically, this includes:

  • Employees
  • Students
  • Graduate Assistants
  • Authorized Volunteers
  • Community Members and Guests traveling on university business
  • College of Medicine employees traveling in their university role.

Penn State Health, or its subsidiaries, and Penn College of Technology, each having their own policies are exempt from the requirements of this policy.

Travel conducted under the Applied Research Laboratory (ARL) must follow ARL security registration procedures in addition to this policy.

Individual Student Travel

Individual student travel conducted for educational, research, service, or other University-related purposes outside the United States is governed by this policy. All safety, insurance, export control, and compliance requirements outlined in this policy apply regardless of whether the student is traveling independently or as part of a group. Reimbursement and financial processing requirements are governed by Policy TR02 Penn State Travel.

No person under the age of 18 on the date of a potential international travel program or activity may participate. This includes study abroad programs of any duration.

Student Group Travel

University-affiliated student group international travel is subject to the additional approval, supervision, safety, and documentation requirements outlined in Policy TR03 Student Group Travel. All student group travel conducted outside the United States must comply with both this policy and TR03 Student Group Travel. In the event of a conflict, the more restrictive requirement shall apply.

Definitions

Authorized Volunteer
An individual approved to travel with a university group to enhance the group’s experience.
Community Member
an individual who is not an employee or student but is approved to participate in university-affiliated international travel.
High-Risk Destination
a destination identified by Penn State Global as requiring enhanced pre-travel review based on an assessment of local health, safety and security conditions and informed by a wide variety of factors including government travel advisories, health advisories and procured intelligence. High risk destinations are updated and identified at the Penn State Global website.
University-Affiliated International Travel
Travel outside the United States and its territories for educational, research, service, or business purpose related to the traveler’s affiliation with the University.
University-Affiliated Student Group International Travel
International travel involving two or more students that is organized, sponsored, or funded by the University.
University International Business Travel
International travel that takes the form of any of University Affiliated Travel, including Policy AC80 Faculty Outside Professional Activities and Conflict of Commitment related activities, or Third-Party Paid Travel (see Procedure TR2001 International Travel Approval, Compliance, and Reimbursement).
War Risk Exclusion
Countries and locations excluded from war-related insurance coverage for any event directly related to war or acts of war such as injuries or security evacuations resulting from armed conflict, missile strikes, or other hostilities. Travelers remain covered for all non–war related incidents such as illness, accident, medical evacuation, trip interruption, bedside visitation, and accidental death and dismemberment, etc.

Policy

Mandatory Global Safety Network (GSN) Registration

All University international business travel, which includes University-affiliated international travel, must be recorded in the Global Safety Network (GSN) before departure. Study Abroad program travel is recorded in GSN through established Education Abroad procedures.

Registration Timelines

Adhere to registration timelines established in TR2001 International Travel Approval, Compliance, and Reimbursement.

GSN Travel Receipt

A GSN Travel Receipt is required for reimbursement and record-keeping.

If registration timelines are not met:

  • The travel may be deemed non-compliant.
  • Reimbursement may be denied.
  • Travel may be suspended.
  • A remediation request must be submitted in writing by the traveler’s College Dean, Campus Chancellor, or Budget Executive to the Vice Provost for Global.

High-Risk Destinations and Restricted Travel

The University has a duty of care to protect travelers.

Ware Restricted Countries and Regions

  • Penn State’s international insurance excludes several countries and regions due to war-related dangers.
  • Colleges or departments of Penn State travelers going to war risk exclusion locations must either:
    • Procure insurance riders for the traveler (prior to travel) or
    • Assume, in writing, financial responsibility in the event of any non-covered war-related injury, evacuation or other expense
  • Undergraduate student travel is prohibited.

See University Restricted Travel and Destination Risk Tiers for more information.

Restricted Travel

Destinations or activities considered to be higher risk are deemed restricted and must be reviewed and approved prior to travel by the Vice Provost for Global or their designee. This review is completed following the submission of the Restricted Travel Petition and is included as part of the GSN process. The GSN review and approval process is separate from Study Abroad requirements, which are managed as part of the Education Abroad approval process.

OFAC-Sanctioned Countries

Travel must comply with U.S. Treasury regulations.

If a federal license is required, it must be obtained before travel.

Individualized Briefing

All student travelers to Restricted Travel destinations must attend an individualized pre-departure briefing.

Restricted Travel Requirements

Submitting travel documentation initiates an assessment to determine whether the destination is subject to the university’s restricted travel review process.

Travel arrangements made before required approval are at the traveler’s risk and may not be reimbursed.

Emergency Preparedness and Training

Students

All students must complete emergency preparedness training or pre-departure orientation prior to University-affiliated international travel. Such training or orientation will be provided by Penn State Global.

Group Leaders

Leaders must meet pre-departure requirements based on their specific group as described in TR2001 International Travel Approval, Compliance, and Reimbursement.

Group Leader Responsibilities

Group Leaders are responsible for:

  • Academic oversight
  • Cultural and extracurricular supervision
  • Travel logistics
  • Health and safety monitoring
  • Emergency response
  • Student welfare support

Leaders must maintain active oversight throughout the trip or program.

External Participants

Spouses, partners, children, or companions of group leaders may accompany travel only with written approval from the Vice Provost for Global or their designee, which may include consultation with relevant academic unit leadership and/or risk management.

Community members may not participate unless formally approved as authorized volunteers by the Vice Provost for Global or their designee, which may include consultation with relevant academic unit leadership and/or risk management.

Standards of Conduct

Students must comply with the Penn State Student Code of Conduct and all applicable local laws.

Employees must comply with Policy AD88 Code of Responsible Conduct and University Ethics Policies and all applicable local laws.

Trip organizers may impose stricter standards when necessary for health, safety, or cultural considerations.

Misconduct may result in disciplinary action.

Export Control and Research Security

Export compliance review is required prior to University-affiliated international travel when:

  • The University funds any portion of the trip, or
  • A third-party funds travel related to university work.

Travelers must comply with:

Travelers must safeguard research data, technology, and devices.

Loaner devices may be required for High-Risk destinations.

Failure to comply may result in civil or criminal penalties.

If a third party pays for travel related to university duties:

  • Travel must still comply with this policy.
  • Conflict of interest rules apply.
  • Export control review may still be required.
  • Disclosure requirements must be followed.

Technology and Data Security

Travelers must protect:

  • University data, devices, and systems when traveling internationally.
  • Export-controlled data

Travelers are responsible for safeguarding confidential and export-controlled information.

Consult University IT before travel when transporting devices internationally.

Noncompliance

Failure to comply with this policy may result in:

  • Denial of reimbursement
  • Removal of travel privileges
  • Disciplinary action
  • Personal tax liability
  • Civil or criminal penalties

Responsible Offices

  • Vice Provost for Global
  • Global Safety
  • University Export Compliance Office
  • Risk Management
  • Budget and Finance
  • Central Procurement

Violations

Violations of University policy should be reported to the appropriate supervisor, unit manager, Human Resources representative, or the office responsible for the relevant policy or procedure. If these channels are insufficient or unavailable, individuals may submit an anonymous report through the Penn State University Hotline, accessible via the Reporting at Penn State website.

Further Information

For any questions or further information regarding this policy or procedures related to university-affiliated travel, please contact Global Safety.

For any questions or further information regarding study abroad programs, please contact Education Abroad.

Cross References

Policy Status

Most Recent Changes

  • June 1, 2026 - Comprehensive policy consolidation and enhancement, including:
    • Consolidated prior international travel policy language into a single comprehensive governance framework.
    • Clarified scope to apply to all University-affiliated international travel, regardless of funding source.
    • Added mandatory University-approved international medical, evacuation, and repatriation insurance requirements.
    • Established objective High-Risk Destination criteria tied to U.S. State Department advisories, CDC alerts, OFAC sanctions, and insurance restrictions.
    • Formalized Restricted Travel Petition process and required written approval prior to departure.
    • Added individualized pre-departure briefing requirement for restricted travel.
    • Incorporated defined Global Safety Network (GSN) processing timelines for individual, restricted, and group travel.
    • Formalized GSN Travel Receipt requirement as a condition of reimbursement.
    • Added escalation and remediation pathway for non-compliant travel requiring Dean/Chancellor/Budget Executive approval.
    • Clarified authority of the Vice Provost for Global to suspend or deny travel.
    • Formalized leader-to-student supervision ratios for undergraduate group travel.
    • Defined comprehensive leader responsibilities, including academic oversight, safety monitoring, and emergency response.
    • Strengthened governance of external participants, including family members, community members, and authorized volunteers.
    • Added formal International Travel Standards of Conduct section referencing Student Code of Conduct and AD88 Code of Responsible Conduct.
    • Integrated Uniform Guidance (2 CFR 200) cost principles directly into international travel policy.
    • Added Fly America Act compliance requirements for federally funded travel.
    • Required sponsor prior approval documentation when applicable.
    • Integrated IRS accountable plan requirements (business purpose, documentation, timely submission, return of excess advances).
    • Incorporated NSPM-33 research security requirements and related training expectations.
    • Strengthened export control compliance language and clarified mandatory review process.
    • Added enhanced data security and international technology safeguards.
    • Clarified procurement and contracting requirements for tour providers, including prohibition of non-refundable payments prior to contract approval.
    • Clarified ARL travel registration exception and coordination requirements.
    • Updated responsible offices and subject matter experts.

Revision History

  • February 1, 2023 - Editorial changes:
    • Changed all references to the Associate Vice President for Finance to the Associate Vice President for Budget and Finance, per the directive of the Senior Vice President for Finance and Business.
    • Changed the SME from the name of an individual to their title, per the directive of the Associate Vice President for Budget and Finance
  • January 5, 2023 - Editorial changes. Changed all references to the Office of the Corporate Controller to the Office of Budget and Finance, per the directive of the Associate Vice President for Finance
  • September 2, 2022 - Editorial change to change Policy Steward from Office of the Corporate Controller to Associate Vice President for Finance
  • August 16, 2021 editorial changes:
    • Removal of temporary "Until Further Notice" statement regarding COVID-19 pandemic travel restrictions
    • verification of hyperlinked documents
  • March 2, 2020 - Countries under a CDC Level 3 Alert language added to the TRAVELING TO COUNTRIES ON THE OFAC LIST OF RESTRICTED COUNTRIES, THE INSURANCE INDUSTRY'S LIST OF RESTRICTED COUNTRIES, AND THE U.S. STATE DEPARTMENT TRAVEL WARNING LIST section.
  • January 4, 2018 - to modify the language around family members of faculty accompanying them on trips.
  • May 16, 2016 - New policy.
Date Approved
Date Published
Effective Date