13.20 / Out-Of-State And International Travel

Out-Of-State Travel

1. All University-Affiliated Out-of-State Travel must comply with the Wichita State University Travel Handbook, including the submission of a Pre-Approval Report through the University’s travel and expense software, Chrome River, at least 10 days in advance of travel.
2. To the extent that University-Affiliated Out-of-State Travel involves a remote work arrangement, such arrangement must also comply with the requirements of Policy 3.52 / Flexible Work Arrangements, Including Remote Work.

International Travel

1. General Rule

   Employees are prohibited, without first obtaining the required prior reviews and approvals as set forth in this policy, from engaging in any of the following during International Travel (work-related or personal travel): (1) performing University-Affiliated Work, (2) using University Assets, or (3) accessing University Systems.

2. Requesting Approval

   To make an International Travel Request, Employees must first obtain approval from their Authorized Leader and then submit the following 30 days prior to their desired departure date to Risk and Compliance Services:
   1. For University-Affiliated International Travel, all International Travel Requests must be submitted on the International Travel Authorization Form.
   2. For Personal International Travel, all International Travel Requests must be submitted on the Personal International Travel Request Form.

3. Review and Restrictions

   Approval of International Travel Requests shall be subject to the following restrictions:

   1. Risk and Compliance Review

      Risk and Compliance Services will review all International Travel Requests taking into account, on a case-by-case basis, security and safety risks, legal and compliance requirements, and the requirements and restrictions set forth in this policy. International Travel Requests may be denied, limited, or modified if Risk and Compliance Services determines that safety and security risks or legal and compliance issues exist.

   2. 21 Consecutive Days or Less

      Any approval for University-Affiliated Work, use of University Assets, and/or access to University Systems, during International Travel, shall be limited to travel durations of 21 consecutive days or less. Exceptions will only be made in extraordinary circumstances and must be approved by the Employee’s Divisional Vice President, after consultation with Risk and Compliance Services.

   3. University Assets and Systems

      1. Access to University Systems during any International Travel is prohibited unless it is deemed a necessary function in the travelling Employee’s position, as determined by the Employee’s Authorized Leader.
      2. Employees who take Personal International Travel for a duration of more than 21 consecutive days shall not be permitted to use or take University Assets with them or have access to University Systems during such travel.
      3. If an Employee is approved to use University Assets while on International Travel, that approval is subject to conditions imposed by Risk and Compliance Services. Depending on the situation, Risk and Compliance Services may require additional security controls (e.g., loaner laptop, etc.) if deemed necessary to protect University Assets and Systems.

   4. Elevated Risk Location

      1. Work, Assets, and Systems Prohibited

         Performing University-Affiliated Work, using University Assets, and/or accessing University Systems, during International Travel to an Elevated Risk Location, is prohibited. Exceptions will only be made in extraordinary circumstances and must be approved by the Employee’s Divisional Vice President, after consultation with Risk and Compliance Services.

      2. Waivers

         Employees approved for University-Affiliated International Travel to an Elevated Risk Location will be required to sign appropriate University waivers.

      3. List of Elevated Risk Locations

         The University will maintain and periodically update a list of Elevated Risk Locations based on current federal guidance and institutional risk assessments. This list is subject to change as federal determinations are released.

4. International Safety and Security Measures

   If a situation arises after the approvals required by this policy have been obtained, such that the safety or security of persons or property are at risk (such as war, embargo, terrorist threats, etc.), the University may, in its sole discretion, take the following actions:
   1. Revoke or suspend approval of University-Affiliated International Travel, including requiring the Employee to return to the United States mid-trip; and/or
   2. Revoke or suspend use or access to any University Asset and/or University System, with or without notice.

5. Compliance

   1. Travel Handbook

      All University-Affiliated International Travel must comply with the Wichita State University Travel Handbook, including the submission of a Pre-Approval Report through the University’s travel and expense software, Chrome River, at least 10 days in advance of travel.

   2. Guidance and Considerations

      All Approvals for an International Travel Request are conditioned upon the travelling Employee’s review and compliance with the General Guidance and Export Control Considerations for International Travel and International Travel compliance webpages.

   3. Conditions of Approval

      Travelling Employees must follow any additional conditions, stipulations, or acknowledgments that are required by Risk and Compliance Services and/or the travelling Employee’s supervisor as a condition of the approval.

Failure to Follow Policies, Procedures, or Conditions of Approval

1. Failure by Employees to follow all applicable travel policies or procedures, including but not limited to this policy and the Wichita State University Travel Handbook, or any conditions of approval, may result in such travel being denied or designated as unauthorized, the revocation or suspension of prior approvals for travel, use of University Assets, and access to University Systems, account disablement, non-reimbursement of travel expenses, limitation of future travel, and/or corrective action up to and including involuntary separation from employment.

1. Authorized Leader: A Leader who is authorized by their department, division, or unit to approve University-Affiliated Work, use of University Assets, and/or access to University Systems, during International Travel, at the department level.
2. Controlled Affiliated Organizations: Wichita State University Intercollegiate Athletic Association, Inc., Wichita State University Union Corporation, Wichita State University Innovation Alliance, Inc., and WSIA Investments Corporation.
3. Elevated Risk Location: A location that has been designated as either Level 3 or Level 4 by the U.S. Department of State and/or has been identified by the U.S. government, through statute, regulation, executive action, or federal agency guidance, as posing a heightened risk to the United States or its institutions. Such risks may relate to national security, research integrity, foreign influence, economic competitiveness, the University’s information security, or other sensitive interests.
4. Employee: An individual who provides services to the University on a regular basis in exchange for compensation and receives a W-2 for such services. This includes temporary and part-time Employees.
5. International Travel: Travel to destinations outside the United States. International Travel includes both University-Affiliated International Travel and Personal International Travel. International Travel does not include travel to the U.S. territories.
6. International Travel Requests: A request by a University Employee to (1) perform University-Affiliated Work, (2) use University Assets, and/or (3) access University Systems, during International Travel.
7. Leader: An Employee of the University that is designated with the authority to directly or indirectly supervise one or more Employees.
8. Personal International Travel: International Travel that is taken for non-University-Affiliated Work purposes.
9. Risk and Compliance Services: Individuals or departments at the University that have been delegated with the authority to assess the safety and security risks and legal and compliance issues associated with International Travel, including but not limited to the General Counsel Office, Information Security, Information Technology Systems, and the Office of Export Controls and Compliance.
10. University: Wichita State University and any Controlled Affiliated Organization that adopts this policy in writing.
11. University Asset: University owned hardware, software, electronic equipment, cell phones, materials, records, information, or data will be used.
12. University Funds: University Funds encompass all monies under the custody, control, or fiduciary responsibility of the University, its foundation(s), or any other affiliated or supporting organization.
13. University Systems: University owned or operated software, applications, data systems, folders, files, drives, servers, networks, or services, including University operated cloud services.
14. University-Affiliated Out-of-State Travel: Any travel to destinations outside the State of Kansas but within the United States or the U.S territories, that is taken for the purpose of performing University-Affiliated Work.
15. University-Affiliated International Travel: International Travel that is taken for the purpose of performing University-Affiliated Work.
16. University-Affiliated Work: Any activity or program that is undertaken in connection with an Employee’s role, duties, or affiliation with the University, including but not limited to educational, research, service, administrative, or business activities or programs, regardless of the source of University Funds.
17. Wichita State University Travel Handbook: Those processes and procedures established by the State of Kansas and the University governing Out-of-State Travel, as amended from time to time.