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International Travel Policy and Procedures

Travel Procedures for International Travel are directed by the TMCC International Travel Policy along with NSHE Board of Regents Handbook, NSHE Procedure Guidelines, The State of Nevada, and Federal Guidelines.

TMCC’s International Travel Procedures governs all travel abroad opportunities sponsored by, related to, or affiliated with the college. This includes travel by students, or programs arranged by a college, department, program, or club. This policy does not govern travel programs that have no formal affiliation with and/or are not approved by the college.

Responsibility and Enforcement

International Travel Procedures apply to all faculty, staff, students, and volunteers traveling outside of the United States for college-sponsored or college-related purposes, which may include, but not limited to, study, research, internships, service, conferences/presentations, teaching, performances, student activities, or athletic competitions.

Propriety should be exercised when incurring travel expenses. Expenses incurred while in official business travel status will be reimbursed only if the expenses are properly authorized, reasonable, and documented. Expenses incurred by a traveler that do not comply with procedures are the responsibility of the traveler. Travelers are expected to be fiscally responsible at all times during travel.

The College encourages and supports international travel by faculty, staff, and students. Recognizing there are special risks associated with international travel, these procedures are intended to promote the health, safety, and security of all members of the college community while traveling abroad and to define the review and approval process for college-sponsored or college-related international travel.

The College reserves the right to prohibit or suspend college sponsored or university-related travel to any destination by faculty, staff, or students if significant health, safety, or security concerns pose risks that warrant such a decision or if the college procedures for international travel are not followed.

Approval for International Travel Requests

Pinned map and passports.

Any faculty, staff, students, or volunteers participating in International Travel sponsored by, related to, or affiliated with the college shall submit an International Travel Authorization Request as an additional Workday Spend Authorization attachment.

The President or designee shall have final approval authority in regard to international travel requests.

An International Travel Safety and Risk Form for Faculty/Staff Travel shall be completed by the "Travel Leader" (department representative, faculty, or any other staff who coordinate, lead, advise or approve travel and/or study abroad to any international destination) for travel that involves: (1) students; or (2) a destination country that is on the Department of State's travel warning, watch, alert or sanction list. The International Travel Safety and Risk Form for Faculty/Staff Travel shall be obtained by contacting International Student Services, which will be submitted to the Export Control Officer for review.

Student Travel and Faculty-Coordinated Study Abroad/Service Learning

Faculty or any other staff who coordinate, lead, advise or approve student travel and/or study abroad to any international destination shall follow the International Travel Procedures in regard to risk assessment, planning and coordinating the travel and developing and communicating safety, risk management, and emergency plans. Resources and training are available to faculty and other staff to assist in the planning and coordination of international student travel and emergency plans. The Travel Leader shall submit all documents required pursuant to the International Travel Procedures to the International Student Services by established time frames prior to the final approval of the student travel request.

Export Controls

Federal export and sanctions regulations prohibit the unlicensed export of specific commodities, software, services, technology and payments to or from certain countries, entities and individuals for reasons of national security, foreign policy or protection of trade. Travelers are required to comply with U.S. export and sanctions regulations. Licenses that may be required pursuant to these regulations can take up to several months to obtain and shall be obtained prior to departure.

Fly America Act

Individuals whose travel is Federally-funded shall comply with the requirements of 49 U.S.C. 40118, commonly referred to as the "Fly America Act".

Insurance and Travel Services

Travel-related services, access to emergency hospital deposits, emergency medical evacuation services, and foreign workers compensation benefits are provided to faculty, staff, and volunteers through the BCN Risk Management Office during work-related travel. In addition, regular health plan benefits may also provide foreign travel assistance. Students (excluding student employees) are required to purchase an individual travel insurance policy for the duration of the travel period through an approved vendor unless a written waiver is received from the BCN Risk Management Office.

Rental Vehicles

NSHE contracts for vehicle rentals do not include foreign countries. Individuals who rent vehicles abroad shall purchase full insurance, including liability and physical damage, as part of the rental agreement. If a vehicle is rented overseas, an insurance policy that specifically covers the vehicle for liability and comprehensive/collision damage must be purchased from an insurer in that country.

Spend Authorizations for International Travel

A Spend Authorization must be completed prior to travel in order for the travel to be approved and authorized. An International Travel Authorization Request must be attached to the Spend Authorization in Workday.

International travel per diem is based on the U.S. Department of State Foreign per diem rates. Non-surveyed rates are covered by an "Other" category for each country.

Emergencies or Safety-Related Events

Travel Leaders or individual travelers shall report any accidents, injuries, safety-related or emergency situations encountered while traveling to the BCN Risk Management Office and the vertical Vice President of the traveler as soon as possible.

A traveler who receives more than the travel expenses allowed by statute is liable to the state for the overpayment, regardless of who discovers the overpayment (TMCC, State General Accounting Office, or Internal Audit), the time frame of discovery, or the funding source. If an expense an overpayment is discovered, the Travel Accounting Office will notify the traveler in writing. The traveler will be requested to refund the amount overpaid within thirty (30) calendar days.

The college assumes no obligation to reimburse employees for incurred expenses that are not in compliance with TMCC International Travel Policy and Travel Procedures.

Forms