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International Travel Guidelines Manual

Considerations for Faculty Proposing a Travel Course

Timeline and Checklist

Forms

Helpful Links

Administration > Student Travel > International > Timeline and Checklist

Timeline & Checklist

Table 1. provides a timeline reflecting deadlines in which the ITC/faculty member must submit documents to the Provost/Vice President for Academic Affairs (VPAA).  Please note that the respective Dean will have an earlier deadline allowing ample time for his/her approval.  Once approval is granted by the Dean, he/she will forward to the VPAA.

Table 1.

Timeline for Submission of Documents for International Travel

Semester of Travel

Deadline

Forms

Due To

Spring or Summer

Last Friday in October

1.  International Faculty & Student Travel Stipend Notification of Intent to Travel (Faculty/Dean)

2.  Confirmation of Legal Documentation  necessary for Final Authorization of Travel – Obtained via Planning and Institutional Effectiveness Department (Faculty/Dean)

 

These forms MUST be submitted to the respective Dean who will then forward to the Provost/VPAA office.

Provost/VPAA Office

Fall

Last Friday in May

14 Weeks prior to Departure

1.  Preliminary Authorization Request (Faculty) OR

Preliminary Authorization Request for Graduate Student Research Abroad (Faculty)

2.  Copies of all trip advertisement and marketing documents (Faculty)

 

Provost/VPAA Office

7 Weeks prior to Departure

1.  Final Authorization Request OR

Final Authorization Request for Graduate Student Research Abroad (Faculty)

2.  Student International Travel Application (Faculty)

3. Waiver of Liability and Indemnification (Faculty)

4. Travel Application (in Concur for Faculty and Staff)

5. Request for Foreign Travel (if applicable: if appropriated funds are used)

 

Provost/VPAA Office

20 Days prior to Departure

Request for International Wire Transfer (if applicable: for payment to another entity abroad) (Faculty)

Provost/VPAA Office

10 Days prior to Departure

1.  W-9 Form (Faculty)

2.  W-8BEN Form (if applicable) (Faculty)

Any revisions to information submitted on any travel document (Faculty)

Provost/VPAA Office

2 Weeks After Return

Confirmation of Travel Expenses OR

Confirmation of Travel Expenses for Graduate Student Research (Faculty)

Provost/VPAA Office

Listing of forms

The forms are listed in the order of submission; however, refer to the Timeline and Checklist table for deadlines. 

  1. International Faculty & Student Travel Stipend Notification of Intent to Travel
  2. Study Abroad Syllabus Template
  3. 3a. Preliminary Authorization Request

or

3b. Preliminary Authorization Request for Graduate Student Research Abroad

  1. 4a. Final Authorization Request

or

4b. Final Authorization Request for Graduate Student Research Abroad

  1. Student International Travel Application
  2. Waiver of Liability and Indemnification
  3. Travel Application (in Concur for faculty and staff)
  4. Request for Foreign Travel (if applicable: if appropriated funds are used)               
  5. Request for International Wire Transfer (if applicable: for payment to other entity abroad)
  6. W-9 Request for Taxpayer Identification Number and Certification Form
  7. W-8BEN Certificate of Foreign Status of Beneficial Owner for United States Tax Withholding Form (if applicable)
  8. 12a. Confirmation of Travel Expenses

or

12b. Confirmation of Travel Expenses for Graduate Student Research Abroad