International Professional Travel Frequently Asked Questions for Travelers

Q1

What is the rationale for this procedure?

The university’s International Travel Professional Travel Procedures guidelines can be found here.

These procedures implement the University System of Maryland (USM) Policy on University System Travel (VIII-11.00). The USM policy requires that:  

All professional travel must be documented. 
Pre-approval of all professional travel is required for all travel outside of Maryland and/or the Washington D.C. Metropolitan Area. 
Travelers are expected to make travel arrangements in advance through the contracted travel service vendor identified by the university.

These procedures also align with federal funding agency requirements as set forth in the White House Office of Science and Technology Policy’s (OSTP) Guidelines for Research Security Programs at Covered Institutions, which require that:

Institutions must implement periodic training on international travel security, and
Institutions must have a travel reporting program and an organizational record of international travel.

Q2

My travel request is on hold in Concur. What does that mean and what do I do?

The Concur “error” occurred because you are traveling internationally.  In order to advance the request, you must complete the Global Safety and Security Training.  A link to this training is in the Concur error message that appears when you submit your international travel request for approval. For most destinations, once you complete this training and enter the date of completion in Concur, the request will continue to route for regular Concur approval.

To enter the date of completion click on the “Add expected expenses and/or travel plans.” link in the Concur error message, then select “Global Safety and Security Training” – it is one of the last options on the list – from the drop down menu of expense types.  Add the date you completed the training in the appropriate field.

When Concur detects a flagged destination, it automatically places your request on hold until the training and a required briefing are completed. This is not an error on your part (despite Concur’s use of the term), and it does not mean your trip is denied. After you complete the initial training and enter that date in Concur, the request will advance to the ITS.  At this time you will receive an email from the ITS explaining your next step, which is a briefing with an ITS member.  If you have not received an email within one business day of submitting your Concur request, contact the ITS directly at intltravelsecurity@umd.edu.

Once that briefing is completed, ITS will move the request to the next stage in Concur.

Here is a one-page step-by-step guide to this process:

Q3

Can I take the Global Safety and Security Training and/or complete the ITS briefing in advance of international travel and/or in advance of submitting my request in Concur?

You can access the Global Safety and Security Training at the link provided here, and take the training at any time in advance of your trip.  When you enter your travel into Concur simply enter the date you completed the training into the appropriate field. The date will be valid as long as it is no more than a year out from your trip’s departure date.

All travel to flagged destinations (any U.S. Department of State Level 4 location, or country of concern flagged by the Research Security Office), must be entered in Concur before an ITS briefing can be scheduled.  Once that briefing is completed, ITS will move the request to the next stage in Concur.

Q4 

Why is my destination considered “flagged”? Who decides that?

Destination classifications are determined by the ITS using a risk criteria framework that draws on multiple authoritative sources, including:

• U.S. State Department Travel Advisories (Levels 1–4)
• The U.S. Office of Foreign Assets Control (OFAC)
• The CHIPS and Science Act (Public Law 117-167)
• Military End-Use/End User countries (Department of Commerce)

A destination is generally flagged when it presents elevated or complex risks in one or more categories: research security concerns, political instability, active conflict, public health emergencies, crime, or civil unrest. The classification is applied to all university travelers going to that destination, regardless of trip purpose or prior travel history.

If you believe a destination has been classified incorrectly or your specific travel context substantially changes the risk profile, you may raise that in your ITS briefing.

Q5

How can I learn which destinations are “flagged” before I start the Concur process?

The list of sanctioned countries/foreign countries of concern/State Department Level 4 countries:
(as of 25 Aug 2026):
Afghanistan
Balkans
Belarus
Burkina Faso
Burma (Myanmar)
Central African Republic (C.A.R.)
Chad
China (inc. Hong Kong and Macau)
Cuba
Democratic Republic of Congo
Ethiopia
Haiti
Iran
Iraq
Israel (West Bank / Gaza)

Lebanon
Libya
Mali
Nicaragua
Niger
North Korea
Russia
Somalia
South Sudan
Sudan
Syria
Uganda
Ukraine (Crimea/Donetsk/Luhansk)
Venezuela
Yemen

Q6

I’ve traveled to this country before without any special review. Why is this required now?

It’s possible that your prior travel predated the current system, or that conditions in your destination have changed and triggered a new classification.

It is also possible that the process existed in a less formalized way and was not consistently applied. We are now standardizing that process across all units, which means some travelers will experience it for the first time even for destinations they know well. We recognize that may feel like added friction — our goal is to make the process and briefing as efficient as possible while ensuring you have genuine support.

Q7

Is this process a travel ban or restriction? Can I still go?

This process is not a travel ban or restriction.  Completing the training and/or briefing is the pathway to getting your travel approved, not a barrier to it. The review process is designed to support your travel, not to prevent it.

In the vast majority of cases, travelers who complete the process proceed with their trips as planned. The process gives the ITS the opportunity to make sure you have destination-specific safety information, relevant institutional resources, and any guidance relevant to research security or export control considerations that may apply to your work.

A flagged destination requires completion of the training and a briefing. 

Q8

Does this apply to personal travel attached to business travel that I book through Concur?

The process applies when the international travel or a portion of the international travel is professional travel — meaning any travel that is related to the mission of the university where an individual is representing the University or representing themself as a university employee or graduate student. It includes travel sponsored or supervised by the university, and travel sponsored by external entities. If you are traveling purely for personal reasons and not using university funds, representing the university in any way (including when sponsored by external entities), or seeking institutional reimbursement, this process does not apply.

If you are mixing personal and professional travel in a single trip (for example, extending a conference trip with personal time in the same region), the process applies to the university-affiliated portions of the trip. If you’re unsure whether your travel falls within scope, contact the ITS at intltravelsecurity@umd.edu.

Q9

I’m a graduate student, not faculty. Does this process apply to me too?

Yes. The process applies to all University of Maryland travelers — faculty, staff, and students, including graduate students — who submit a Concur international travel request using university funds or seeking institutional approval.

Graduate students conducting funded fieldwork, dissertation research, or other sponsored travel to flagged destinations go through the same process. If you are traveling as part of a faculty-led project, the faculty PI may already be in contact with the RSO and/or IRM about the trip — but you will still need your own training and/or briefing.

If you are unsure whether your travel qualifies, or how the process works for student travelers in your specific situation, contact the ITS at intltravelsecurity@umd.edu.

Q10

What is ITS?

International Travel Security is a joint effort of the Office of the Provost, (International Risk Management, Office of International Affairs), the Vice President for Research (Research Security), the Vice President for Administration (Chief of Staff and Environmental Safety, Sustainability and Risk) and the Vice President for Finance (Travel Services).  

Travel briefings and training are administered by Research Security and International Risk Management.

Q1
What happens during the briefing? What are IRM and RSO, and why do both need to meet with me?

The briefing involves:
IRM: The Office of International Risk Management (IRM) is responsible for the university’s oversight of international travelers’ health, safety, and security . The IRM portion of your briefing covers destination-specific risks, safety protocols, emergency resources, and university insurance and emergency support.
RSO: The Research Security Office (RSO) addresses considerations related to research security, data protection, technology controls, and export compliance. This consultation is particularly relevant for travelers carrying sensitive data, equipment, or conducting research that may have national security or intellectual property (IP) implications. The RSO’s goal is to ensure you are aware of any applicable regulations and best practices for protecting your research while traveling.

Q2
How long will this take? Will it delay my trip to a flagged destination?

The process is designed to move quickly. ITS is required to acknowledge your request and reach out to you within one business day of your Concur submission. From there, the timeline depends primarily on how quickly you complete your required training and respond to scheduling requests.

Here is a realistic timeline if you respond promptly:

• Day 1–2: ITS contacts you; you complete required training
• Day 3–6: ITS briefing is scheduled and completed
• Day 6–7: Concur request is released to continue approval

In practice, most travelers who respond promptly can complete the full process within approximately one week. The most common source of delay is traveler scheduling — the ITS will work to accommodate your availability.

Our strong recommendation: Submit your Concur travel approval request as early as possible. This gives the full travel approval process (travel request submission, Concur approval stream, insurance enrollment, etc.) time to complete without creating pressure on your travel planning.  UMD’s travel policy notes that “pre-approval is obtained by having a fully approved request in Concur and must be done prior to booking travel or making reservations.  This is the official documentation that you are allowed to travel on behalf of UMD.”

Q3
Will this process delay my travel to a non-flagged international destination?

The continuation of your Concur request depends on how quickly you complete this required training, and enter the completion date in Concur.  Travel to a non-flagged international destination only requires completion of the Global Safety and Security Training.

Q4
What is the flagged destination pre-departure briefing with ITS and what should I expect?

The ITS pre-departure briefing is a one-on-one conversation, typically 30 to 45 minutes, conducted via Zoom or in person. It is conversational in nature — not a formal exam or evaluation.

During the briefing, ITS will typically cover:

• Current conditions in your destination — health, safety, political environment
• Destination-specific risks relevant to your travel purpose and itinerary
• University resources available to you: international insurance coverage, 24/7 emergency assistance, Healix Sentinel travel monitoring
• Emergency procedures — what to do if something goes wrong, and who to contact
• Local laws or customs with particular implications for researchers or academics
• Whether you are traveling with sensitive data, research materials, or proprietary information, and how to protect them
• Export control regulations that may apply to your equipment, software, or research activities in certain countries
• Cybersecurity practices for international travel — device security, use of VPNs, handling of credentials
• Awareness of foreign government or third-party efforts to access university research (relevant in certain high-risk destinations)
• Any disclosure or compliance obligations specific to your sponsored research or grants

You do not need to prepare a presentation or bring documentation. Coming with your itinerary and a general sense of your travel purpose is sufficient. The briefing is also an opportunity for you to ask questions.

Q5
Do I need to prepare anything before my briefings, or just show up?

You do not need to prepare formal materials. For the briefing, it is helpful to come with:

• Your travel dates and destination(s), including any multi-city itinerary
• A general description of your travel purpose (conference, fieldwork, archival research, program leadership, etc.)
• A sense of any equipment, devices, or data you plan to bring or collect.  If you plan to travel with a laptop, you will need to request a ‘clean’ loaner laptop from the Division of IT prior to travel. 
• Any specific questions or concerns you have about the destination or your trip

Completing the required online Global Safety and Security Training before your ITS briefing is the one concrete prerequisite — your briefing cannot be scheduled until ITS confirms your training is done.

Q6
Can the briefing be done virtually, or do I have to come in person?

Yes, the meeting can be conducted virtually via Zoom or your preferred video platform. In-person options are also available if you prefer or are on campus. When ITS reach out to schedule, they will ask for your preference.
If you are already traveling or are located outside the College Park area, virtual meetings are the default.

Q7
I have co-travelers going to the same destination. Do we each need separate meetings, or can we do a group briefing?

Each UMD traveler must have their own individual Concur request reviewed and their own training completion documented in the system — there is no way to satisfy this requirement through a single shared record.
However, the actual ITS briefing can be conducted as a group meeting if all co-travelers are available at the same time and are traveling together for the same purpose. This is an efficient option for research teams or faculty leading groups of graduate students.
If you would like to request a group briefing, mention it when ITS first contacts you to schedule, and ITS will coordinate with all parties.

Q1
What is the required pre-departure training and how long does it take?

The required pre-departure training is an online module covering foundational international travel safety and security awareness topics. It is designed to give all travelers a baseline of knowledge. 
For those traveling to flagged destinations, this baseline training will allow for focus on destination-specific and trip-specific issues rather than general orientation.

The Global Safety & Security training is self-paced.  ELMS sends a certificate of completion to you via email. You then enter the date of this completion in Concur to meet the training requirement.  
For those traveling to flagged destinations, once you enter this date and submit the request, ITS will receive notice of your travel and will contact you to schedule a pre-travel briefing.  ITS will enter the date of this briefing in Concur (at the end of the briefing) and your request will move to the next approval step.  

Q2
I completed the Global Safety and Security Training last year for a different trip. Do I have to do it again?

The Global Safety and Security Training is valid for one year from the date of completion. If your prior training completion date falls within the valid window, ITS will confirm this in ELMS and you will not need to retake the training.
If your training has expired, you will need to complete it again. The training is periodically updated to reflect current best practices, so a refresh is genuinely useful even for frequent international travelers.
If you believe your training should still be valid but have been asked to retake it, contact ITS at intltravelsecurity@umd.edu to verify your completion record.
It is possible that you will have an additional step if your prior travel was to a non-flagged destination and your current travel is to a flagged destination. In this case, you will be required to meet with ITS for a pre-travel briefing, as described in prior questions.

Q3
Where do I access the Global Safety and Security Training and how will the ITS know I’ve completed it?

A link to this training is in the Concur error message that appears when you submit your request for approval. You can also access the training directly at this link. 
Completion is recorded automatically in ELMS and is visible to the ITS. You will need to enter the date of completion in Concur in order to advance the travel request.  You do not need to forward a certificate or notify the ITS manually.

Q1
How far in advance should I submit my Concur request to avoid delays to my international travel plans?

You are required to submit a Concur request at least 2 weeks before your intended departure date. This should provide enough runway to complete training, a pre-travel briefing (if required), and the Concur release without any pressure on your travel planning or booking timeline.
You can submit early.  Completing the training and/or briefing well in advance is always preferable to a last-minute rush.

Q2
What if I need to travel internationally with less than two weeks notice?

Exceptions to the two-week submission deadline will only be granted in rare cases, when a University employee or graduate student faces significant factors outside of their control that prevent submission two weeks ahead of the travel. The travel must be submitted in Concur as far in advance of departure as possible, and a written exception request form must be submitted to the ITS.
Contact ITS (intltravelsecurity@umd.edu) as soon as possible — today if you can — and let them know your departure date in your first message. Complete your required training the same day or the next morning.
Do not wait to see if the process moves on its own. Proactive outreach from you is the most important factor in completing the process quickly.

Q3
If I completed my online training, and am traveling to a flagged destination, but have not heard from ITS what do I do?

The ITS is required to acknowledge your Concur request and send you an initial communication within one business day of your Concur submission. If you have not received anything after one full business day (excluding weekends and university holidays), you should follow up directly with ITS (intltravelsecurity@umd.edu).
Please include your full name and Concur request number in your follow-up. It is possible that the initial email was filtered to spam or that a system notification did not reach you.

Q4
What happens if ITS staff are out of office when I need my briefing?

The ITS have designated backup staff who assume full process responsibilities whenever the primary staff member is unavailable. Coverage is maintained for every business day of the year — you should not experience a briefing delay due to an ITS staff member being out of office.
If you have a scheduled meeting and receive a notice that your meeting contact is unavailable, a backup staff member will reach out to confirm or reschedule promptly. If you are uncertain about the status of your training and/or briefing at any point, contact the ITS at intltravelsecurity@umd.edu.

Q5
My department needs to book flights before the training and/or briefing process is complete. Is that possible?

This is one of the most common practical tensions in the process, and it is worth understanding clearly.

Formally, your Concur travel request remains on hold until the briefing is complete, and institutional approval has not been granted until it is released.  UMD requires that all travel be fully approved in Concur prior to booking travel or making reservations.
The international travel training process is designed to move quickly. ITS is required to acknowledge your request and reach out to you within one business day of your Concur submission. From there, the timeline depends primarily on how quickly you complete your required training and respond to scheduling requests.
The best mitigation is to submit your Concur request early enough that the process is complete before you need to book. If that is not possible given your circumstances, contact the ITS directly to discuss — we can give you a realistic sense of how the process is progressing and whether any issues have been identified that might affect your plans.

Note: We recommend consulting with your department’s business office or travel coordinator about their specific policy before booking.

Q6
Do I have to report international travel in inTERP?

Yes.  The Concur and inTERP submissions are both required, for different purposes.  All University employees and applicable graduate students must also ensure that they disclose international and/or outside professional activities in inTERP, in accordance with the University of Maryland Policy on Conflict of Interest and Conflict of Commitment (II-3.10[A]). Disclosures must be submitted before the University Employee or graduate student engages in a new activity, or within 30 days of a change to an existing disclosure.

Q1
To whom does this process apply?

All university employees and graduate students on international professional travel are required to follow this international travel security process. The process guidelines can be seen here.

“Graduate Student(s)” means a registered student who is enrolled in a graduate degree program at the University. This does not include individuals in certificate programs.

“University Employee(s)” means all faculty and staff employed by the University or otherwise holding an appointment with the University, regardless of title, FTE, full- or part-time status, and also includes University officials.

Q2
My trip involves multiple countries — some flagged, some not. Does the whole trip get reviewed?

The process is triggered by the presence of any flagged destination in your itinerary. Your briefing will cover the full trip, but the depth of discussion will be proportionate to the risk profile of each destination. The non-flagged portions of your itinerary do not require separate briefings.
When you enter your trip in Concur, make sure all destinations are included in your itinerary. The ITS will address each country as part of your Pre-Departure Briefing, so the conversation will be holistic.

Q3
I’m attending a conference and only transiting through a flagged country for a few hours. Does that count?

It depends on the nature of the transit and the specific destination. A brief layover in an international airport where you do not pass through customs or leave the transit zone is generally not considered travel to that destination. A layover where you exit the airport, go through customs, or spend significant time in the country — even just one night — is typically treated as travel to that destination.
If you are unsure whether your specific transit situation triggers the review, contact the ITS before submitting your Concur request and describe your itinerary. The ITS can give you a definitive answer based on the specific destination and your travel details.

Q4
My research requires last-minute travel to a flagged destination. Is there an expedited process?

Exceptions to the two-week submission deadline will only be granted in rare cases, when a University employee or graduate student faces significant factors outside of their control that prevent submission two weeks ahead of the travel. The travel must be submitted in Concur as far in advance of departure as possible, and a written exception request form must be submitted to the ITS.
Contact the ITS (intltravelsecurity@umd.edu) as soon as possible — today if you can — and let them know your departure date in your first message. Complete your required training the same day or the next morning.
Do not wait to see if the process moves on its own. Proactive outreach from you is the most important factor in completing the process quickly.

Q5
The situation in my destination changed after I submitted my request. What happens to my review?

ITS monitors destination risk conditions on an ongoing basis. If conditions change significantly while your training and/or briefing is in progress — for example, a State Department advisory is elevated, a new health emergency is declared, or a security incident occurs — ITS will contact you to discuss the updated situation.
In most cases, the process continues with updated information incorporated into your briefing. 
If you learn of a significant development in your destination on your own before ITS contacts you, do not hesitate to reach out directly. ITS welcomes traveler-initiated contact about changing conditions.

Q6
I’m traveling with a non-UMD collaborator or sponsor. Do they need to go through this process too?

No. This process applies only to University of Maryland travelers engaged in professional travel.  Professional travel is any travel that is related to the mission of the University where an individual is representing the University or representing themself as a University Employee or graduate student. It includes travel sponsored or supervised by the University, and travel sponsored by external entities.Your non-UMD collaborators, sponsors, or external partners are not subject to this process.
That said, your ITS briefing may touch on how to coordinate with external partners on safety and security protocols, especially if you are leading a team that includes both UMD and non-UMD members. The ITS can provide guidance on best practices for communicating safety expectations to non-UMD co-travelers.

Q7
I’ve already booked and paid for travel and then learned it requires this process. What now?

Submit your Concur request immediately if you have not already done so and complete the Global Safety and Security Training. Contact the ITS directly to explain the situation. If a briefing is required, the ITS will work to schedule and complete it as quickly as possible given your timeline.

The important thing is to initiate the process as soon as you realize the training and/or briefing is required.

Q1
What information about my research or travel will be shared during the ITS consultation? Is it confidential?
The ITS briefing for travel to flagged destinations is confidential within the bounds of institutional policy and applicable law. Information you share about your research, data, or travel plans is used only for the purpose of the security briefing and is not disclosed to your department, your dean, or external parties except as required by law or university policy.
ITS staff are experienced in handling sensitive research information. You are not required to share proprietary findings, IRB-protected participant data, or unpublished research results in order to complete the briefing.

Q1
My training and/or briefing is complete and my Concur request was released. What do I still need to do before I leave?

Completing the process is a significant step, but there are a few additional things to take care of before departure:

• For U.S. citizens, register with the U.S. State Department’s STEP program: The Smart Traveler Enrollment Program (STEP) allows the U.S. Embassy to contact you in an emergency and provides you with safety updates for your destination. Register at this link.
• For international students and scholars:  Be sure you understand and comply with the requirements of your U.S. visa.  Check in with the International Students and Scholars Services office if you have questions.
• Enter your emergency contact(s) into Concur: Enter a mobile phone number in Concur that will be reachable in your destination country(ies).
• Implement device and data security recommendations: If ITS provided guidance on device preparation, VPN use, or data handling, complete those steps before you leave.
• Share your itinerary and copies of your travel documents: Leave a copy of your full itinerary, passport, IDs, and accommodation information with a trusted colleague or family member.
• Healix Travel Oracle: Download the Healix Travel Oracle app which provides country and region-specific health and safety alerts, 24/7 UMD contact information, and more.
• Insurance: Take a moment to familiarize yourself with the coverage and services available to you through CISI, UMD’s international medical and security assistance insurance.  You are automatically enrolled in this insurance once your travel is approved in Concur.  Contact Travel Services if you have not received confirmation of your enrollment (select Procurement > Quick Links > Open a Case with Procurement).

Q2
What university emergency support is available to me while I’m traveling?

The University of Maryland provides several layers of support for international travelers:

• International Travel Insurance (CISI): Covers emergency medical care, medical evacuation, and repatriation:
  • Email:  MEDASSIST-USA@AXA-ASSISTANCE.US
  • Phone: +1 (312) 935-1703 

• Healix Travel Oracle: IRM uses this platform to monitor the global risk environment and send safety alerts to travelers impacted by health, safety or security events in their itinerary destinations.

   

Q3
Do I need to check in with anyone while I’m in the field, or when I return?

There is no universal mandatory check-in requirement for all flagged destination travelers, but your ITS briefing may include destination-specific or project-specific recommendations for  check-ins with your P.I., team or department members within certain operational contexts (e.g. boating, hiking, high-risk or remote locations).

For higher-risk destinations or extended fieldwork in remote areas, ITS may request periodic check-ins at agreed intervals (for example, once a week). This is discussed and agreed upon during your ITS briefing, not imposed unilaterally after you depart.

Upon return, you are not required to file a formal debrief, although we strongly encourage you to inform ITS if something significant occurred during your trip (an incident, emergency, evacuation, or close-call situation). If something did occur, please contact ITS upon your return.  Your account helps improve the university’s ability to support future travelers to that destination.

In addition to the university’s requirements, if you hold a clearance, ensure you are following the reporting requirements of the agency or department holding your clearance.  

If you have feedback about the process itself — what was useful, what was not, or what could be improved — the ITS welcomes it at intltravelsecurity@umd.edu.