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International Travel

Planning on traveling internationally?

Please complete the "ITQ" survey below at least 10 business days prior to your international travel. See additional instruction via the 'International Travel Guidance' section below.

ITQ's are necessary for each instance of int'l travel when meeting any of the following:

  • VUMC Business-related international travel, or
  • VUMC funded/paid international travel (including Grant-funding received/processed/managed by VUMC)

Keep a copy of all travel-related documents/correspondence for five (5) years past the last date of travel activity.

Making Travel Arrangements for Foreign Visitors?

If you are making travel arrangements for foreign visitors, please review further instruction.

International Travel Guidance

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 international trip as federal regulations change frequently.

Contact VUMC EC for assistance with conducting restricted party screening (RPS) on individuals and organizations you will be working with in the destination country(ies). VUMC EC will provide a copy of the search records to you. You should keep these results with the project file for five (5) years past the last date of activity on the project.

International Travel Questionnaire Adobe PDF Icon.png

  • This survey 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.
  • VUMC EC will review the International Travel Questionnaire for export compliance when completed at least 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. 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. If you don't need it - don't take it with you or access it while abroad!

"Clean" Laptop

  • VUMC recommends travelers to take a "clean" laptop on international visits. This is a laptop that does not include any export-restricted hardware, software, data, or information. This is especially true when traveling to China.
    • Contact your local IT personnel to request a "clean" laptop

Temporary Export Certification (TMP) Adobe PDF Icon.png ⇒ REQUIREMENTS HAVE CHANGED (Read below)

  • PLEASE NOTE: TMPs are no longer required for each travel instance. VUMC EC will review your International Travel Questionnaire ("ITQ") first. Based on the details supplied about what is being taken outside the U.S., a TMP may be necessary.
    • You will be contacted if a TMP is required in support of your travel.
  • The TMP exemption is only valid for travelers returning with the item(s) within 12 months, or if they have been certified to have been destroyed or consumed while abroad during the 12-month period.
  • Acknowledgement by 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 (5) years past the last date of activity on the project.
  • Other TMP conditions are required. Please view the "Terms and Conditions" section of the TMP form for a complete description of the requirements to utilize this exemption.
  • VUMC does not accept the use of a TMP exemption for travel to the following countries:
    • Cuba
    • Sudan
    • Syria
    • Iran
    • North Korea
    • Venezuela

Common Travel Items
Mass Market Commercial Laptops (HP, Dell, Apple, etc.) 5A992.c
iPhones, iPads, and most Android products 5A992.c
Flash Drives (most) EAR99
Commerical GPS systems (Garmin, Tom Tom, etc.) 7A994
Bitlocker Encryption 5D992.c

Before traveling internationally, visit the VUMC Travel, Safety and Security site for information, requirements and safety recommendations.

Countries of Concern

In addition to the comprehensive list found at the "Countries of Concern" link above, please be aware that OFAC sanctions may block assets or trade to these countries:

  • Balkans, Belarus, Burundi, Central African Republic, Cuba, Democratic Republic of the Congo, Iran, Iraq, Lebanon, Libya, Nicaragua, North Korea, Somalia, Sudan (Republic of - North), South Sudan, Syria, Ukraine, Russia, Venezuela, Yemen, Zimbabwe.
  • List current as of August 7, 2019.

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

Important News!

Coronavirus (COVID-19) update:

Considering International Travel or returning from travel? Please see VUMC travel restrictions and guidance as of May 4, 2020, here:  Coronavirus (COVID-19) & Travel