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Foreign Travel

International Travel Documentation

Please email the 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 ocra@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.

Please Note: Once outside the US or upon your return to the US, your laptop may be subject to search or it may be seized without probable cause, suspicion or warrant. 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!

"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

  • 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.
  • Federal regulations require export related documentation is kept for five years past the last date of activity on the project.

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.

Countries of Concern

Be aware that OFAC sanctions may block assets or trade to these countries:

  • Balkans, Belarus, Burma (Myanmar), Cote d'Ivoire, Cuba, Democratic Republic of the Congo, Iran, Iraq, Lebanon, Liberia, Libya, North Korea, Somalia, Sudan, Syria, Yemen, Zimbabwe.

Sanctions change frequently.  It is best to check the OFAC website if you have any questions.

 

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Recent News

ISU Grad Student Accused of Trying to Sell Military Secrets to China

OFAC Issues Amended Sudan General License No. 1A

Commerce Dept Announces Expansion of Export Restrictions on Russia

Hold on Issuance of Licenses to Russia

Since March 1, 2014, BIS has placed a hold on the issuance of licenses that would authorize the export or reexport of items to Russia. BIS will continue this practice until further notice.

Since March 27, 2014, the Department of State has placed a hold on the issuance of licenses that would authorize the export of defense articles and defense services to Russia.  State will continue this practice until further notice.

BIS Issues 45 FAQs on Export Reform

Export Compliance Resources

ListVUe   For assistance using ListVUe, please email ocra@vanderbilt.edu

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