Skip to Content
Accounts Payable
Travel Office

Foreign Travel

To participate in a university-sanctioned trip to a foreign country and obtain reimbursement for expenses, travelers must receive prior approval from the President or President's approved delegate (Divisional Cabinet Officer, where applicable). This requirement also includes foreign guests traveling to Texas State when expenses are paid by Texas State.

  1. Complete a travel request in Concur; non-employees must complete a travel application.
  2. All current Texas State students, employees, and guests of employees must complete and attach the applicable Release of Liability and Assumption of Risk for Foreign Travel form (T-4, T-4G, or T-4M) for university-sanctioned foreign trips, located on the Forms webpage.
  3. Review the information listed under the International Travel tab on the Office of Research & Sponsored Program's Export Control webpage.
  4. Submit the travel request or application for approvals ten (10) business days prior to departure. Approvals include the account manager, academic chair (if applicable), academic dean (if applicable), division Cabinet Officer, the President (if applicable), and the Office of Risk and Compliance.

On November 19, 2024, Governor Greg Abbott issued Executive Order 48 – Hardening of State Government.  The order is intended to protect the State of Texas sensitive and critical infrastructures from certain entities designated as foreign adversaries by the U.S. Department of Commerce: China (including Hong Kong), North Korea, Iran, Cuba, and Russia (“Designated Countries”); and Venezuelan President Nicolas Maduro.  The executive order has direct implications for Texas State faculty and staff employees.

Expand FAQ List

  • Are Texas State faculty and staff allowed to travel to the designated countries to attend conferences or meetings, or to conduct other official university business?

    No.  At this time, faculty and staff are prohibited from traveling to these countries to conduct official university business.  

     

    May Texas State faculty and staff travel to the designated countries to conduct official business if the designated country pays for the travel?

    No.  The executive order prohibits employees of all Texas public universities and state agencies from accepting any and all gifts from the designated countries, including paying for travel expenses.

     

    Can I request an exception to travel to a foreign adversary on Texas State business?

    No.  The executive order does not facilitate exceptions for professional travel.  Any professional travel is prohibited.

     

    I am a student employee or graduate student. Do these prohibitions apply to me?

    Yes.  The executive order’s prohibitions apply to all employees of the university.

     

    Does Executive Order GA-48 prohibit Texas State faculty and staff from traveling to the designated countries for personal reasons?

    No.  Faculty and staff employees may travel to the designated countries for personal reasons. However, the order requires individuals to notify the university before departing to one of the countries on personal travel.  The executive order also requires individuals to provide certain information about the trip upon return.

     

    Can I take my Texas State laptop or tablet while on personal travel to any countries listed above ?

    No.  Employees may not bring university-issued devices, non-public university information in any form, or personal devices containing university information, including devices containing passwords or access to university information resources, to a foreign adversary country. 

    Employees may not log into or access any Texas State information resources while traveling in a foreign adversary country.

    Employees may not provide access to non-public university information, including research conducted at or sponsored by Texas State or other U.S.-based entities, to any person or entity while traveling in a foreign adversary country.

    Employees must immediately report to Texas State’s Information Security Office any intentional or inadvertent disclosure of non-public university information, or sensitive or proprietary technologies associated with the employee’s work for Texas State, to a person or entity associated with a foreign adversary country or government. Information disclosures can be reported at https://infosecurity.txst.edu/report-an-incident.html.

     

    Do I need to remove Outlook, or any app or program that could be used to access any Texas State information from my personal phone while traveling to an adversary country?

    Yes.  Employees may not log into or access any Texas State information resources while traveling in a foreign adversary country.

     

    Can I respond to work related texts while traveling to an adversary country?

    No. Employees may not conduct any Texas State business while traveling in a foreign adversary country.

     

    How do I provide the pre-travel notice?

    Faculty and staff must submit a Foreign Travel Disclosure Form prior to any countries listed above to the Travel Office at travel@txstate.edu. 

    Complete Part 1: Pre-Travel Disclosure and Certifications:

    • Country(ies) traveling to
    • Anticipated dates of travel
    • Purpose(s) of travel

     

    How do I provide the post-travel information?

    Complete Part 2: Post-Travel Disclosure and Certifications of the Foreign Travel Disclosure Form:

    • Country(ies) traveled to
    • Dates of travel
    • Purpose(s) of travel

    The Foreign Travel Disclosure Form must be completed and signed within 10 days of returning to work following travel to any country listed above.

     

    How will Texas State use the pre-travel and post-travel information?

    The information is being collected solely for the purpose of complying with Executive Order GA-48.

     

    What restrictions does GA-48 place on the university to enter into a new contract, contract extension, or contract renewal for a good or service?

    A covered agency or public institution of higher education cannot enter into a new contract, contract extension, or contract renewal for a good or service with any company, its holding companies, or subsidiaries if they are:

     

    1. Listed in Section 889 of the 2019 National Defense Authorization Act (NDAA); or
    2. Listed in Section 1260H of the 2021 NDAA; or
    3. Owned by the government of a country on the U.S. Department of Commerce’s foreign adversaries list under 15 C.F.R. § 791.4; or
    4. Controlled by any governing or regulatory body located in a country on the U.S. Department of Commerce’s foreign adversaries list under 15 C.F.R. § 791.4.

     

    What should I do if I have an existing contract that meets one of these restrictions?

    If an employee is aware of an existing contract that meets one of these restrictions, they must contact Procurement and Strategic Sourcing contracts@txstate.edu who will review the contract.  This review will consider whether Texas State can continue to use the vendor, what options exist to obtain the good or service from a different company, or if a different service is explored in order to meet the need if it is mission critical to the organization.

     

    What other Contract Administration requirements are placed on the university?

    Successful bidders of goods or services will be required to certify the following:

    “By signature hereon, Respondent certifies that the company, and if applicable, any of its holding companies or subsidiaries, is not:…”

    1. Listed in Section 889 of the 2019 National Defense Authorization Act (NDAA); or
    2. Listed in Section 1260H of the 2021 NDAA; or
    3. Owned by the government of a county on the U.S. Department of Commerce’s foreign adversaries list under 15 C.F.R. § 791.4; or
    4. Controlled by any governing or regulatory body located in a country on the U.S. Department of Commerce’s foreign adversaries list under 15 C.F.R. § 791.4

     

    Will the university be required to certify its’ compliance to GA-48?

    Yes.  Texas State will be required to submit a certification confirming its full implementation of this plan this summer.  This certification must be submitted to TSUS on or before July 1, 2025, to facilitate the System’s certification to the Governor’s Office on or before August 1, 2025.

    1. Lodging and Meals & Incidental Expenses Per Diem rates are payable in accordance with the Lodging and M&IE policies and rates approved by executive management.
    2. Foreign travel must be for the benefit of the State of Texas and any personal benefit thereby occurred must be solely incidental to the official travel purpose. It is the obligation of the traveling individual employee and his/her supervisors and executive head to ensure all foreign travel conforms to this requirement.
    3. The Texas State University System policy is to not approve travel requests to a nation that is, at the time the request is received, subject to a travel advisory issued by the United States Department of State constituting a warning against or restriction of travel by United States citizens unless the traveler signs a waiver of liability, hold harmless, and assumption of risk release on a form approved by the Vice Chancellor and General Counsel. Contact the State Department’s offices in Washington at (202) 647-5226 to determine if a country is subject to such a travel advisory.
    4. The traveler must convert to United States dollars the travel expenses incurred in foreign currency and have the exchange rate on the travel voucher.

  • Texas State University must comply with all applicable U.S. government export control regulations. While most Texas State research and technology development is exempt from U.S. export control laws, these regulations may present complications for conducting research and academic activities. The International Travel Checklist is required to ensure traveler compliance with these regulations and identify when a license or license exception is needed before traveling. Additional information is available on the Office of Research and Sponsored Program's Export Control webpage.

  • On Call International (On Call) is the Duty of Care travel assistance provider for Texas State University international travelers. Wherever you go, Texas State University wants to help ensure your health and safety. If you are planning a university-sponsored trip outside of the United States, you have access to On Call, which provides medical and security services as well as foreign insurance coverage. These services are a great benefit in the event you need help while traveling. When booking travel reservations through CTP, the university's travel agency, your itinerary is automatically forwarded to On Call. If the trip is booked personally or by a third party, you must manually forward the itinerary to On Call. Itinerary forwarding instructions as well as a summary of the On Call features, assistant app, and tools are all available in the Traveler Pre-trip Reference Guide. It is strongly advised to be aware of this information before traveling. Refer to this guide for access to the On Call website and the following:

    • Plan Contacts and Resources
    • Examples of situations you may encounter and what action to take
    • Overview and list of services and benefits offered by On Call
    • Information on additional medical, travel, and security assistance 
    • How to access medical care abroad
    • Adding On call to your phone contacts

    Visit the On Call Plan Information Portal for other pre-trip resources, plan information, orientation video, contact details, and claims information. The Travel Assistance & Foreign Travel Insurance webpage also contains the most up to date information for the On Call program, summaries, guides, and assistance app information. Continue to check this webpage for status updates regarding the On Call portal access. You will need the Texas State Group ID number from the Traveler Pre-trip Reference Guide to access the portal. 

    On Call may be reached from anywhere in the world by calling 1 (855) 226-8499 (toll free from the US or Canada) or 1 (603) 328-1901 (collect). This information should be saved in your phone contacts list. You will need the Texas State Group ID number (included in the Pre-trip Reference Guide) for these calls. Should you have any questions regarding foreign travel insurance, please contact the Office of EHSRM at (512) 245-3616 and ask for the Insurance Specialist.

  • The completed expense report, including receipts, should be filed within thirty days after completing the trip. The traveler should also provide the foreign currency exchange rate on the expense report. For receipt requirements and conversion methodologies, review the Receipt Requirements.