Kansas State University

International Travel and Activities

Chapter 3120

Issued February 24, 2021
Revised January 4, 2024, May 6, 2025

.010 Purpose

.020 Scope

.030 Definitions

.040 Policy

.050 Procedures and Guidelines

.060 Policy Owners

.070 Contacts

.080 Exceptions

.090 Policy Violations

.010 Purpose

Kansas State University recognizes the need, benefits and opportunities presented for its employees and students to travel and conduct activities abroad on official university business. This policy is designed to encourage responsible international engagement and aid university employees and students in planning their international travel and activities when they are conducted on behalf of the university or as part of a university program. 

.020 Scope

This policy applies to all Kansas State University employees and students from any campus or extension location while traveling on university-sponsored international travel, regardless of the funding source. This policy sets forth the requirements that employees and students must meet before and during university-sponsored international travel. 

.030 Definitions

1. Elevated Risk Location: A country or region identified by the university as presenting an elevated risk for international travel, based upon information from the U.S. Department of State and the Centers for Disease Control and Prevention.
2. Export: The actual shipment or transmission of items out of the United States. It also refers to the release of technology or source code (“technology”) to a foreign national within the U.S. or abroad, commonly referred to as “Deemed Export.”
3. Deemed Export: Technology released to a foreign national regardless of location. Technology is released when it is made available to a foreign person in the form of visual inspection such as reading technical specifications, plans, blueprints, etc., verbal or oral exchange, or by practice or application under the guidance of a person with knowledge of the technology. This transfer of information is an export because it is ‘deemed’ to have been exported to the person’s country or countries of origin.
4. International travel and/or activity: Any activity conducted abroad, or which otherwise involves an international collaboration, funding or other component, that is sponsored by the university, including, for example:
   1. Conducting research through a university grant, or otherwise at the direction of the university, in a foreign country or otherwise involving persons, materials, or natural resources in a foreign country.
   2. Engaging in university work while residing in a foreign country.
   3. Traveling with students in a foreign country within the scope of a K-State employee’s job responsibilities.
   4. Setting up an office or leasing space in a foreign country.
   5. Contracting or otherwise collaborating with a foreign government or private entity.
   6. Making or receiving payments from a foreign entity.
   7. Training persons in foreign countries.
5. Employee: Any person employed by the university in any capacity, including faculty and staff.
6. Volunteer: Any person engaged by the university to provide services on a volunteer basis without compensation. Throughout this policy, “employee” requirements may encompass requirements of “volunteers” when participating in university-sponsored international travel or other international activity, where it is not focused on employee benefits or compensation. Any volunteer serving on the university’s behalf in university-sponsored international travel shall complete a written Volunteer Agreement Form.
7. Student: Any person currently enrolled in an academic program of the university, including but not limited to degree programs, credit-bearing non-degree programs, and professional certificate or executive education programs.
8. University-sponsored: Any program or activity authorized by the university and/or supervised by a university employee within the context of the employee’s university employment, regardless of funding source, including but not limited to those programs or activities hosted by a university office, department, departmental student organization or other university units. An employee traveling while on leave of any type is generally not university-sponsored. Questions about whether a particular activity or travel is university-sponsored should be directed to the employee’s supervisor, who may consult with Education Abroad, the Assistant Vice President for Risk and Compliance, and/or the Office of General Counsel, as needed.

.040 Policy

1. The university requires all employees and students engaged in university-sponsored international travel and/or activities to register their trips 14 days before departure.
2. For university-sponsored international travel, employees are required to book their airfare in Concur.
3. Students participating in programs administered by the Education Abroad Office must register their travel with the Education Abroad Office. Employees arranging or otherwise facilitating university-sponsored international travel for students must register the university travel and/or activities through the university Education Abroad Office
4. The university reserves the right to request additional trip information based on the risk assessment.
5. The university prohibits employees or students from participating in university-sponsored international travel to any locations categorized as Level 4 by the U.S. Department of State. Travelers seeking an exception to this prohibition must petition the Provost and Executive Vice President for approval.
6. An export control review is mandatory for all travelers before departure for all proposed university-sponsored international travel and/or traveling with university devices, including laptops, tablets, and/or cellphones
7. The university prohibits employees and students engaged in university-sponsored or personal travel from traveling to sanctioned or high-risk countries with university devices, including laptops, tablets, and/or cellphones
8. Accepting or requesting gifts, meals, entertainment, and travel offered because your official position is generally prohibited, with several very limited exceptions.
9. The Foreign Corrupt Practices Act (FCPA) prohibits the university and its employees (among others) from paying, authorizing, or promising to pay money or anything of value to a foreign official to influence the foreign official or to secure any improper advantage to assist in obtaining or retaining business.

.050 Procedures and Guidelines

1. Register 14 days before departure - International Travel Registration Form
2. Book travel through Concur - Concur website
3. Students and employees arranging or facilitating university-sponsored international travel for students must email abroad@ksu.edu for guidance and support.
4. Exception request to travel to a level 4 country – International Travel Registration Form
5. Export control review - Export Control website
6. Sanctioned or high-risk countries - International Travel Information for University Employees and Students
7. Loaner laptops - IT Equipment Checkout

.060 Policy Owners

• Office of International Programs
• Division of Risk & Safety
• Office of Research, Integrity, Compliance and Security

.070 Contacts

• Office of Risk and Compliance – risk@ksu.edu
• Education Abroad Office - overseas@k-state.edu
• Export Controls Office - comply@k-state.edu
• KSU Police Department - police@k-state.edu
• Concur Support - concur@k-state.edu
• Lafene Health Center - lafene@k-state.edu

.080 Exceptions

This policy does not apply to personal international travel when it is neither on behalf of the university nor as a participant in a university-sponsored program unless traveling to sanctioned or high-risk countries with university laptops or university data.

.090 Policy Violations

Failure to comply with this policy may result in sanctions under applicable university policies, which may include but are not limited to, written reprimand, travel reimbursement not being approved, and, in extreme cases, termination for cause.