The President has designated foreign travel approval to the academic deans and direct reports (non-academic). The process has been updated to include the use of Emburse’s “foreign approval desks,” which include:

• Allocation Funding Source Approver and Signer
• Dept Head/Dean/VP/Direct Reports of the Traveler
• Student Risk Management (Student Travel only)
• Export Controls
• System member Risk Management

The process for submitting a Pre-Approval is as follows:

1. Traveler – create a Pre-Approval in Emburse.
   1. Must be submittedat least 30 days prior to the date of departure. If traveling to a high risk country, submit the Pre-Approval earlier to ensure that it has ample time to be vetted and approved. External Research Grant exceptions may apply.
   2. Indicate in the “Trip Purpose & Benefit whether the trip is Group or Individual travel. Additionally, provide as many details as possible.
   3. Traveler – Attach applicable training transcripts.
   4. Traveler – Complete Export Control tile & International Travel Questionnaire in Emburse.
   5. Traveler – Estimate the anticipated expenses.
   6. Traveler – Review the Pre-Approval for accuracy and submit.
   7. Traveler – Once the Pre-Approval has been approved, travel can be booked at this time.

Important Information

• The same rules and documentation apply to travel to Canada and Mexico
• **Foreign travel must be booked through the Emburse or directly with a Corporate Travel Planners (CTP) agent when available. Travel which is unavailable to be booked through Emburse or CTP must be preapproved (submit documentation with the Pre-Approval). Any travel booked outside Emburse or CTP will not be reimbursed without prior approval.**
• Any Pre-Approval submitted without all required documentation will be returned to the traveler.
• Flights should not be booked in Emburse until a Pre-Approval has been approved. It is important to submit your Pre-Approval as soon as possible.
• Pre-Approvals for travel to high-risk countries automatically route to System Risk Management.

Forms

• FAQ – Frequently Asked Questions
• Export Controls form for taking University assets/equipment overseas

Questions?

Emburse: Emburse@etamu.edu

Student Travel/Study Abroad: Tracy.Nakajima@etamu.edu

Grants: Stephanie.Pinckard@etamu.edu

Risk Management: Howard.Pierson@etamu.edu

Export Controls: Brent.Donham@etamu.edu

Thank you for your advance planning and thorough preparation. Safe travels.