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Foreign National Visitors

Foreign national visitors are invited to Vanderbilt from around the world to speak, collaborate and study. Before inviting a foreign national visitor (e.g., student, faculty, colleague, business), it is important to determine if an export license is needed. Vanderbilt needs to review t he following considerations:

  1. Is the visitor from a sanctioned country?
  2. Is the individual, their associated organization, or the funding source listed on the Denied Parties List (DPL)?
  3. Will the visitor be exposed to any technology or information that is restricted or proprietary in nature?

Use the Foreign National Visitor Form to assist with export compliance analysis and denied parties screening. Email the completed document to vec@vanderbilt.edu no less than 10 business days prior to the foreign national’s visit.

Keep a copy of the completed documents for five (5) years past the last date of the visit.

Foreign Visitor Preparation

The visitor will need to complete a Business Visitor Questionnaire with the International Tax Office (ITO). Please see the ITO Tax Compliance Requirements and questionnaire here.

For additional information and questions contact ITO at ito@vanderbilt.edu.

In advance of the visit, advise all areas and individuals affected to ensure information, items, the area, etc. are secured appropriately. Certain situations may require a license from the federal government before a visitor may arrive.

Foreign Visitor Best Practices

  • Advise, in advance, all areas and individuals affected by this visitor to ensure information, items, area, etc. are secured appropriately. Some situations may require a license from the federal government before a visitor may see a lab, research results, etc.
  • In preparation for a foreign national's visit to Vanderbilt, contact the International Tax Office (ITO) for assistance. ITO will provide a questionnaire for the visitor to complete.  Please allow sufficient time for processing. Click here to view the questionnaire or you may contact ITO at ito@vanderbilt.edu.

International Travel

When you travel abroad everything you take with you is considered an export, and depending where you go and who you interact with, it may be restricted. This applies not only to tangible items (scientific equipment, laptops, phones, smart devices, flash drives) but also to intangible items (software, research data, encryption code).

If you are taking Vanderbilt-owned property, some items may be temporarily exported as a “tool of the trade” under the Temporary Export Exception (TMP).

This exemption applies when these conditions are met:

  1. The item will be used to conduct Vanderbilt University business.
  2. The item will remain under the “effective control” of Vanderbilt personnel while abroad (physical possession or maintaining in a secure environment).
  3. The item will return to Vanderbilt within 1 year of departure or be destroyed.
Common Travel Items
Item ECCN
Dell Laptop 4A994
Mac Laptop 5A992
iPhone & iPad 5A992
Android Cell Phone/Tablet 5A992
Flash Drives (most) 3A991
Garmin GPS 7A994
GoPro Camera EAR99
Bitlocker Encryption 5D992
Commercially available basic software (Microsoft Office) EAR99

Please complete the International Travel Questionnaire to assist with export compliance analysis and denied parties screening. If you are taking Vanderbilt property out of the country, please fill the Temporary Export Certification. Email the completed form to vec@vanderbilt.edu no less than 10 business days prior to departure.

Keep a copy of the completed documents for five (5) years past the last date of the visit.

International Travel Best Practices

If you do no need it, do not take it with you!

Laptops, tablets, cellphones, and other electronic devices:

  • Take a 'clean laptop' and a 'burner cell phone': these devices do not include export-restricted hardware, software, data or information (such as VPN software).
  • If a 'clean laptop' is not an option, it is recommended that a  temporary export certification be completed and have copies made for project documentation and personal keeping.
  • VEC will assist in analyzing software and hardware on devices to help ensure the item(s) are within export compliance guidelines.
  • Procure item(s) and resources needed for U.S.-sponsored projects within the destination country.
  • Imports: International customs broker service, Emily Ashworth at V.Alexander, eashworth@valexander.com

Review protocol to ensure information, items, area, etc. are secured appropriately.

  • Do not take or access your unpublished research, proprietary information, and/or technical data.

Once outside of 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.

Deemed Exports & Visas

A deemed export is the release or transmission of information or technology to any foreign national located within the United States, including students, post-docs, fellows, or faculty. Exposing a non-citizen to export controlled information is considered the same as exporting information directly to that person’s country.

The U.S. Citizenship and Immigration Services (USCIS) requires Vanderbilt to complete a Deemed Export Attestation (I-129) to determine if an export license is required for all H-1B and O-1 applicants.

Please complete the Visa Deemed Export Questionnaire to assist with export compliance analysis and denied parties screening. Email the completed form to vec@vanderbilt.edu and allow 10 business day for review.  

Keep a copy of the completed documents for five (5) years past the last date of the visit.

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