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International Travel

Loaner Laptops

 

Please be aware that a number of universities have reported installation of malicious software in employee computers when left unattended in foreign countries. To avoid any potential issues of data leaving the United States or contracting malicious software on your regular workstation, OESRC will loan you a clean laptop for the duration of your travel.  Please submit this form make this request.  An OESRC representative will contact you to understand your computing needs while on travel, set up the computer for you, and arrange a meeting to deliver the hardware.  If you have reason to believe the computer you take with you (whether your workstation or the OESRC-loaner) has been compromised, please OESRC immediately.  You will provide an emergency contact information prior to your departure.  For other travel advice, please see current FBI travel guidance at Best Practices for Academics Traveling Overseas.

 

Loaner Laptop Request

 

General Information

Federal export and sanctions regulations prohibit the unlicensed export of specific commodities, software, technology and payments to or from certain countries, entities and individuals for reasons of national security, foreign policy or protection of trade. University employees are required to comply with United States export and sanctions regulations when traveling abroad with commodities, software, and technology. The Office of Export and Secure Research Compliance (OESRC) can assist with export and sanction determinations related to your international travel. You will find helpful information below concerning international travel procedures and best practices to ensure compliance with these federal regulations. If you have any questions pertaining to international travel not covered on this page, please contact our office at oesrc@vt.edu or 1-6642.

In accordance with the Controller’s Office Procedure 20335a: Travel Overview, please follow these steps prior to international travel:

1.  Travel Estimate and Approval (TEA) Form - ALL international travelers (including presenters, students, visitors, and other business associates) whose travel expenses are to be charged to university public funds (e.g., sponsored programs, foundation, operating, various, etc.) are required by OESRC to complete a Travel Estimate and Approval (TEA) Form.  The department or traveler can send an image of this form to oesrc@vt.edu, by fax at 231-7297, or by campus mail to 0497.

*International travelers working on restricted or classified research should also contact smo@vt.edu immediately for additional guidance.

2.  Travel Advisories are provided by OESRC for all international travelers upon receipt of a TEA Form.  Travel advisories include up-to-date information on restricted parties and sanction risks in the destination country, links to Department of State (DoS) travel warnings or alerts, as well as information concerning temporary export of university property.  The travel advisory will be issued by email to the traveler, department point of contact, and the Office of Sponsored Programs (OSP) if charged to a sponsored fund.  The travel advisory email will contain a copy of the TEA form with acknowledgement of completed review by OESRC.

3.  Temporary Export (TMP) Certification - All international travelers who are temporarily exporting university property (commodities, software, or technology) are required to complete a Temporary Export (TMP) Certification.  This link and additional information about temporary exports is included in the travel advisory.  International travelers hand carrying university equipment for permanent export should contact oesrc@vt.edu

International Travel Tips and Additional Information

Presentations and discussions must be limited to topics that are not related to controlled commodities, software, or technology unless that information is already published or otherwise already in the public domain.

Verify that your technology or information falls into one or more of the following categories prior to travelling:

  • Research which qualifies as fundamental research
  • Published information
  • Publicly available software
  • Educational information

Do not take any commodities, software, or technology that fall into one of the following categories:

  • Classified, Controlled Unclassified, or Export Controlled
  • Limited Distribution, Proprietary, Confidential, or Sensitive
  • Specifically designed for military, intelligence, space, encryption software, or nuclear related applications
  • Data or information received under a Non-Disclosure Agreement
  • Data or information that results from a project with contractual constraints on the dissemination of the research results
  • Computer software received with restrictions on export to or on access by non-US Persons

Temporary Export (TMP) Certification

When taken outside of the United States1, university property such as commodities, software, and technology (hereafter called items) may be subject to export licensing under the Export Administration Regulations (EAR) or regulations by other government agencies. Many items such as laptops, tablets, cell phones and PDA’s containing commercial software, may be temporarily exported as "tools of trade" under the export license exception TMP. "Tools of Trade" can be simply defined as items that are used for university business, conferences, trade shows, etc. The TMP exception only applies to university property. Please complete the Temporary Export (TMP) Certification, listing all of the university items you plan to temporarily export. For any encryption items, please contact our office prior to your travel so that we can review the level of encryption and determine the proper registration requirements.

**This TMP Certification does not apply to any equipment, components, technical data or software specifically designed for military, space, or intelligence applications or otherwise controlled under the International Traffic in Arms Regulations (ITAR). Nor does it apply to any nuclear or atomic energy items regulated by the Nuclear Regulatory Commission (NRC) or Department of Energy (DoE). In these cases, please contact OESRC. **

1United States. Unless otherwise stated, the 50 States, including offshore areas within their jurisdiction pursuant to section 3 of the Submerged Lands Act (43 U.S.C. 1311), the District of Columbia, Puerto Rico, and all territories, dependencies, and possessions of the United States, including foreign trade zones established pursuant to 19 U.S.C. 81A-81U, and also including the outer continental shelf, as defined in section 2(a) of the Outer Continental Shelf Lands Act (43 U.S.C. 1331(a)).

Restricted Parties

Restricted Party Screening (RPS) is an essential component of export compliance. RPS determines if the individuals and companies with whom you desire to do business are on any government issued restricted, blocked, or denied party lists. Request a restricted party screening for entities and individuals with whom you will be doing business!

During your travel, if you are contacted by one of these entities or individuals, please record as much information as you can about the incident and contact this office at oesrc@vt.edu or 1-6642.

International Travel Links:

Best Practices for Academics Traveling Overseas

Department of State Country Specific Information

Department of State Travel Warnings and Alerts

Traveling Light in a Time of Digital Thievery

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