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Foreign Travel

International Travel Documentation

Traveling to Cuba?  Contact vec@vanderbilt.edu first for current requirements

 

Please email the following completed documents to vec@vanderbilt.edu for review 10 business days prior to your international travel.  For more information regarding these forms, see the Best Practices sections below.

  Keep a copy of the completed documents for five years past the last date of travel activity.

Making Travel Arrangements for Foreign Visitors? 

If you are making travel arrangements for foreign visitors, click here to review best practices.

International Travel Best Practices

BEFORE each foreign trip, it is important to consider:

  • what you are taking,
  • where you are going,
  • who you are working with, and
  • why are the end-users collaborating with you (what is the desired end result?).

It is important to consider all of the above before each foreign trip as federal regulations change frequently.

Run a denied party list screen on individuals and organizations you will be working with in the destination country(ies)using ListVUe.  Please keep the search results for five years from the last date of activity regarding the trip.  For assistance using ListVUe, please email spa@vanderbilt.edu

International Travel Questionnaire

  • This form may be used to document travel outside the U.S. It is important to plan ahead and think about what is being exported (laptop, equipment, information, technical data, biologicals), where you are going, who you are visiting, who you will be meeting with, etc. 
  • VEC will review the International Travel Questionnaire for export control issues if it is submitted to vec@vanderbilt.edu  10 business days prior to travel.

 "Clean Laptop" - 

  • Recommended best practice for foreign travel would be to take a "clean laptop" which is a laptop that does not include any export restricted hardware, software, data or information.  This is especially true when traveling to China.

Temporary Export Certification (TMP) - (cannot be used for travel to North Korea, Iran, Cuba, Syria, or Sudan)

  • If a laptop is required for travel and a "clean laptop" is not an option, it is recommended that before each foreign trip, a temporary export certification  is completed, signed, a copy is made for the permanent project file as well as a copy to take with on travel. 
  • Acknowledgement by the Dean of the traveler or a senior administrator on the permanent file copy is recommended to document the temporary travel exception to an export license.
  • Federal regulations require export related documentation is kept for five years past return to the U.S.

Please Note: Once outside the U.S. or upon your re-entry to the U.S., your laptop or other items may be subject to search or it may be seized without probable cause, suspicion or warrant. In addition, keep in mind that WiFi networks are not secure so be sure to safeguard your personal, sensitive, export controlled, and proprietary data appropriately. Remember - If you don't need it - don't take it with you!

VEC advises review of the U.S. Customs and Border Protection website to ensure that you have the documents required by your destination country, and to ensure accurate customs declaration upon re-entry into the United States.

Before travel, read Best Practices for Academics Traveling Overseas and consult  FBI Safety and Security Guidance for Traveling Abroad .

For more information about booking and managing travel, please visit the Vanderbilt Travel website.

If you plan to import, please contact Emily Ashworth at V.Alexandereashworth@valexander.com for international customs broker service.

Countries of Concern

Be aware that OFAC sanctions may block assets or trade to many countries.  It is best to check the OFAC website for an up to date list and to consult the OFAC FAQs.

 

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