A reminder that all international travel associated with sponsored research or official University activities requires prior institutional review and approval to ensure compliance with sponsor requirements, export controls, and institutional risk management standards.
If international travel occurs without prior approval, a Retroactive Expense Exception Review Form must be submitted. Retroactive approval may be granted only when the travel directly supported research activities and presents no greater than minimal institutional risk.
Sponsored project funds may not be charged for travel that did not receive required prior approval. Exceptional circumstances review does not supersede sponsor terms and conditions. If approved, reimbursement may be considered only from an appropriate Research Support Account.
Consistent with peer institutional practices, the University follows a progressive compliance approach:
- First Occurrence: Retroactive approval may be granted with a formal warning.
- Second Occurrence: Retroactive approval may be granted with a second and final warning.
After two warnings, expenses associated with international travel undertaken without required prior approval will be the personal responsibility of the traveler.
This process reinforces institutional compliance expectations while allowing limited flexibility when risk remains minimal.