University of Maryland International Professional Travel Procedures

1. Purpose and Scope

The University of Maryland’s mission is furthered when its members forge links outside the University, and the University encourages international collaboration as key to developing innovative, research-driven solutions to critically important issues. While supporting international collaborations and opportunities, the University’s management of risks associated with international travel is essential, and should support the health, safety, and security of travelers as they undertake the University’s mission.
The Senior Vice President and Provost, Vice President for Administration and CAO (VPA), and the Vice President for Research (VPR) establish these procedures to enhance the safety and security of University Employees and graduate students on international Professional Travel.
● Professional Travel is any travel that is related to the mission of the University where an individual is representing the University or presenting themself as a University of Maryland Employee or Graduate Student. It includes travel sponsored or supervised by the University, as well as travel sponsored by external entities.
● Personal Travel, or travel that is not related to University business, academic programs, or research, for which the University assumes no control or responsibility, is not typically affected by these procedures.
● These procedures apply to all Professional Travel regardless of the funding source for the travel. Travel funded by federal and non-federal sources are treated the same under these procedures.
● These procedures do not apply to international travel undertaken by Undergraduate Students, or any travel that is registered through Education Abroad.

2. Rationale

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 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.

3. CONCUR Requirements for International Travel

The University of Maryland’s contracted travel service vendor is Concur. Concur will serve as the University's organizational record for international travel. All University Employees and graduate students are required to register all Professional Travel in Concur, independent of the funding source.
 

All international Professional Travel must be submitted in Concur at least two weeks prior to the departure date. Professional Travel must be approved by the appropriate Next-Level Administrator at least 48 hours in advance of the departure date.

• 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 Research Security Office.

Personal Travel does not typically need to be registered in Concur or approved by the Next-Level Administrator.

• There may be cases where an individual is away on Personal Travel and chooses to engage in professional activities for a portion of the trip.
  • For example, if a faculty member is on vacation for a week and is invited to give a lecture at an international research institution, the day of the lecture would be classified as Professional Travel. In these cases, the trip should be registered in Concur, and the individual should indicate which portions of the trip are considered Professional Travel.
  • If a University Employee or Graduate Student is representing UMD or uses their UMD affiliation in any way during a portion of the trip, that portion of the trip should be designated as Professional Travel.

4. Research Security and Training

All University Employees and Graduate Students must complete the University's international travel training that is linked on the Research Security Office’s website before international Professional Travel will be approved. A link to this training is also available in the Create Request process in Concur.

• The University’s international travel training provides key information and resources related to travelling internationally. This training is required of all travelers, and is valid for one year past the date the training was completed.
•  If a University Employee and/or Graduate Student is travelling to a Restricted/Sanctioned Country, as identified by the federal government, additional steps will be required prior to receiving travel approval.
  • Travelers to these countries must meet with the Research Security Office or their designee to discuss specific risks before the travel will be approved.
  •  Travelers to these countries must take a "clean" laptop rented from the Division of IT, which is completely wiped clean prior to and upon return. Travelers may not take their University-issued devices to a Restricted/Sanctioned Country, and may not access University email, work, data, or systems on personal devices while in a Restricted/Sanctioned Country. Travelers must also abide by the Division of IT’s Laptop Rental Security and Travel Guidance.
     
• 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.

5. University Travel Risk Management Services

The University provides travel risk management (TRM) services to University Employees and Graduate Students on Professional Travel.

•  University Employees and Graduate Students on domestic or international Professional Travel can access support with logistical issues through Travel & Card Services.
• Insurance coverage for international Professional Travel is provided through Cultural Insurance Services International (CISI).
• Risk management services for Professional Travel are provided through Healix International.
• Other TRM support includes travel safety consultations through the Office of International Affairs, Field Research Safety tools and resources from the Department of Environmental Safety, Sustainability and Risk, and the Health Center's International Travel Clinic.
•  University Employees and/or Graduate Students whose travel is approved in Concur are eligible to receive support from the University’s international medical and security assistance providers, up to and including emergency evacuation assistance due to political unrest, natural disasters, or other emergent situations.

 The University may alert travelers and impose requirements or restrictions for University Employees and/or graduate students traveling to destinations where health, safety, or security risks are deemed to be significant and require unusual caution and risk mitigation strategies.

6. Special Circumstances

When a University Employee or Graduate Student is faced with extenuating circumstances outside of their control that prevents them from complying with pre-travel requirements, post-departure completion of the requirements may be accepted at the discretion of the individual’s Next-Level Administrator. These situations are rare and may include sudden medical conditions, emergent geopolitical conflicts or disturbances, and natural disasters. The University Employee or Graduate Student must submit a written exemption request form from the Research Security Office detailing the reason in advance of travel.

7. Definitions

•  “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.
• “Next-Level Administrator” means the administrator in the role immediately above a Unit Head. The NLA is typically the Dean of a College or School, or the Vice President of a Division or their designee. For non-departmentalized Colleges, the NLA is the Senior Vice President & Provost or their designee.
•  “Personal Travel” means travel that is not related to University business, academic programs, or research, for which the University assumes no control or responsibility.
• “Professional Travel” means any travel that is related to the mission of the University where an individual is representing the University or presenting themself as a University of Maryland employee or graduate student. It includes travel sponsored or supervised by the University, as well as travel sponsored by external entities.
•  “Restricted/Sanctioned Country” means countries identified as high-risk for travel, including countries with a Level 4 travel destination or determined to be a country of concern by the U.S. government and/or Secretary of State.
•  “Sponsored Project(s)” means monetary or non-monetary support provided by a domestic or foreign entity to the University to support specific research, instruction, or other activities of University Employees and/or graduate students.
•  “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.