uva travel registry

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Research Security

International travel.

This page provides general information related to the applicability of export controls to international travel, particularly as they relate to

• associated export of University equipment, including proprietary information; and
• special considerations for travel to sanctioned countries.

University travelers should review the University's policy  Travel, Meals, and Entertainment Expenses Incurred on Behalf of the University  (FIN-004) as well as the  International Travel  web page maintained by Procurement and Supplier Diversity Services prior to incurring any travel related expenses.  In the case of international travel by University students please also review the University policy  Student International Travel  (PROV-010).  International travelers may also be subject to the requirements of other University policies including, but not limited to  FIN-055, Faculty and Staff International Travel.   

PRIOR to University-Related International Travel ,

• Employees (faculty and staff) must register their itinterary in the  UVA Faculty & Staff International Travel Registry (must be signed in to Netbadge before access).
• Students and Trainees must register their travel in the  UVA Student & GME International Travel Registry  (must be signed in to Netbadge before access).

The  2011 Security Brief on the Counterintelligence Threat to Academic and Scientific Travelers  released by the Federal Bureau of Investigation provides a brief (2 pages) overview of common information gathering techniques used by foreign intelligence operatives (government and industry). The Brief also suggests some basic/commonsense precautions for academic travelers to take while on international travel. If you have concerns related to possible information gathering activities associated with your international travel please contact the Office of Export Controls; we will put you in touch with our local FBI office should you wish to make a report.

Note: The requirements addressed on this page only relate to University travel and University equipment, including laptops and other personal electronic devices purchased with institutional or grant/contract funds, not personal travel or the export of personal items.

UNIVERSITY EQUIPMENT

The University Information Security Office provides   guidance  to University travelers and sets the University  Data Protection Standards and policies  governing information security.  Please review the guidance and applicable standards and policies before taking your University device or data on international travel.

The export of University-owned equipment, non-public technical information and encryption source code are subject to export control regulations, which means a license may be required to take or send it out of the U.S.; technology developed by or at the University may also be subject to these regulations. In most cases, University employees may temporarily (<12 months) take common technology (e.g. laptop computers, commercial software, PDAs, cell phones and weak or publicly available encryption code) subject to the EAR to most international destinations without an export license. This is possible under the TMP or ENC license exceptions, provided the specific documentation and control criteria are met.

Neither TMP nor ENC may be used for technology subject to the ITAR, which includes but is not limited to equipment, components, accessories, and software designed for use with/in missiles, satellites, spacecraft or defense/military items and associated technical data. In almost all cases a license will be required to temporarily or permanently export technology subject to the ITAR; license processing times vary, so be sure to allow sufficient lead time (OEC recommends two months for ITAR license requests).

University personnel must complete the Temporary Export Certification form prior to taking University equipment, non-public technical information (generated by or provided to the University) or any University developed encryption source code with them on international travel.

• Temporary Export Request Form

Upon receipt of the completed form, OEC will perform a restricted party screening, export assessment, and review licensing requirements then provide the traveler with appropriate guidance in an email. Travelers are encouraged to submit the Temporary Export Certification request form well in advance since it can take several weeks to obtain an export license if one is required.

Proprietary Information Proprietary information provided to the University under a non-disclosure or other confidentiality agreement about defense articles or commercial products (in production or in development) is generally considered to be export controlled and should not be taken out of the US or accessed from abroad without prior OEC review and approval. In order to prevent inadvertent export violations, OEC encourages travelers to remove all proprietary information from their electronic devices (University and personal) prior to foreign travel and to not access proprietary information stored on University servers while out of the US. If there is a legitimate reason to take proprietary information out of the US, the same process described above for University equipment should be followed. Capital or ETF Equipment The permanent or temporary relocation of capital equipment (value > $5000) or equipment purchased with Equipment Trust Fund (ETF) monies must be authorized by Fixed Assets Accounting. Please visit Fixed Assets Accounting  website  or contact a  staff member f or more information.

Exports from the US are imports to the destination country(ies). International travelers must abide by the import laws and regulations of the destination country(ies) as well as US export controls. The import of encryption technology and encrypted information are specifically regulated by a number of countries; for example, both China and Russia prohibit the importation of encryption technology and encrypted information. Detection of such technology by customs and immigration officials may result in the confiscation of your electronic device, copying of your hard drive, deletion of the relevant files, significant delay on your entry into the country, and in some cases criminal prosecution. These restrictions can apply to authentication technologies such as VPN in addition to encryption software such as TrueCrypt or Cypherix. A compilation of the existing cryptographic laws and regulations by country is available at  http://www.cryptolaw.org . A more detailed discussion of China's encryption restrictions is presented in  Casting a wide net: China's encryption restrictions .

SANCTIONED COUNTRIES

Per University policy ( FIN-043) "all University activities that are to be conducted in, involve the participation of parties located in or will benefit a sanctioned country" must be reviewed and authorized in advance by the Office of Export Controls (OEC). All University travel to countries subject to a comprehensive program of economic and trade sanctions by the Office of Foreign Assets Control (OFAC), US Department of the Treasury, must be reviewed and approved by the OEC before funds are expended AND before travel occurs to ensure that all travel related activities are covered by a general license or that a specific license is obtained prior to travel. Failure to receive prior approval from OEC for travel to sanctioned countries may result in disallowance of costs and significant personal liability for the traveler should post-hoc review uncover export or sanctions violations. An up-to-date list of OFAC sanction programs please visit the  Resources  page of the OFAC website.

The following countries are currently subject to comprehensive or nearly comprehensive sanctions by the US government:

• North Korea

OFAC also maintains the following limited sanction programs: Belarus-Related, Burma (Myanmar), the Central African Republic, Cote d'Ivoire (Ivory Coast)-Related, Democratic Republic of the Congo-Related, Iraq-Related, Lebanon-Related, Libya, Somalia, Sudan, South Sudan-Related, Ukraine-Related (includes entities in Russia), Yemen-Related, and Zimbabwe. Generally speaking, the "related" sanctions programs do not apply to the named country, but rather to internal or external elements attempting to destabilize the named country or region; for example, the Ukraine-Related sanctions program prohibits interactions with certain Russian* individuals and entities. Although limited sanction programs do not typically impact University educational and research activities, a license from OFAC may still be required in some instances.

In addition to the OFAC sanction regulation compliance issues, EAR license exceptions and exemptions are not generally available for the temporary export of controlled items or information to comprehensively sanctioned countries so an export license will likely be necessary for any accompanying University equipment or materials. In most cases, licenses will also be required to provide non-public technical information to a national of a sanctioned country in the U.S. or abroad. While licenses may be granted under the EAR, items and information subject to the ITAR or the Department of Energy's nuclear regulations may not be exported to sanctioned countries under any circumstances as both regulations contain a strict policy of denial for all such exports as well as associated services and assistance activities.

Contact OEC ( [email protected] ) for assistance with travel or other activities involving any sanctioned country or for questions related to the participation of nationals of sanctioned countries in your on-Grounds activities..

* 1/7/2019 - Exercise caution in China due to arbitrary enforcement of local laws as well as special restrictions on dual US/Chinese nationals.  See the US Dept. of State website for more information:   https://travel.state.gov/content/travel/en/traveladvisories/traveladvisories/china-travel-advisory.html

* 7/11/2014 - Due to the evolving situation in Ukraine, the Ukraine-related sanction program which includes sanctions against specific Russian nationals and their majority holdings is subject to change without notice. Please contact OEC immediately if you are considering travel to or other activities involving parties in Russia.

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To review a list of known issues we are working on please visit our Workday Finance status page .  Have something additional to report?  Contact  [email protected]

Launch TravelUVA       Travel Contracts

Designated Advisors

Travel Help

Please contact us with any questions related to travel planning and bookings.

When booking companion travel, it is essential to confirm that the Companion has a valid business purpose, as defined by the IRS and associated UVA guidelines .

Raegan Harouff Gaye

Chailey Hench

Danae Polemi

• Systems-Status
• Sourcing Your Purchase
• Finding & Using Contracts
• Choosing a Purchase Method
• Sourcing New & Diverse Suppliers
• T&E Card
• Expensing & Reimbursements
• Supplier & Payee Registration
• Invoices & Receiving
• Booking Travel

International Travel

• Air & Rail
• Vehicle Rental
• Ground Transportation
• Paying for Travel
• Faculty & Staff Appointments
• Personal Payroll Activities
• Academic Division
• Employee Taxes
• Physicians Group (UPG)
• Workday Finance Training
• Meetings and Resources
• International Taxation
• Sales & VAT Tax
• Tax Exempt Financing
• Unrelated Business Income
• Manage UVA Customer Accounts
• Receiving Payments at UVA
• Operational Contracting
• Sponsored Accounting
• Investment Management
• Banking & Cash Management
• Debt Management
• Claims Management
• Loss Prevention
• Risk Financing
• Revenue Generating Activities
• Accounting for Business Assets
• Recovery of Facilities & Administrative Costs
• Business Intelligence & Analytics
• Gift & Endowments
• Finance Security Roles
• Training Logistics
• Workday Account Certification
• FDM Worktags

To review a list of known issues we are working on please visit our Workday Finance status page .  Have something additional to report?  Contact  [email protected]

*Faculty and staff are required to register their professional international travel through the University's International Travel Registry  per University policy ( FIN-055 ). The registry is maintained by the International Studies Office  in order to facilitate University assistance if the need arises. Once registered, travelers will be auto-enrolled in the University's International Health & Emergency Assistance Insurance Program provided by CISI. Please visit the  International Travel Registry  for more information and to register.  This registration must be completed or travel will not be reimbursed/paid for by the University. 

The University supports international travel to strengthen partnerships in education and research. However, there are federal regulations that must be adhered to and steps that can be taken to support a safe trip.

Those traveling on behalf of the University MUST obtain PRIOR approval from the Office of Export Controls at  [email protected]  under certain circumstances, such as travel to sanctioned countries. Failure to obtain prior authorization may result in serious personal liability and disallowance of charges by the University. See the  Export Controls site  for more information.

International travel and related exports of University equipment, software, or proprietary information are subject to University policy ( FIN-043 ) and US laws on export control in addition to University travel policies and procurement rules. A license from the US government may be required for travel or exports to certain countries. The  University’s Office of Export Controls  will assist travelers in obtaining any licenses necessary to support university travel.

Prior approval MUST   be obtained  for all activities with  sanctioned countries :

*Faculty-Staff and Student University Related Travel to Israel, the West Bank, and Gaza is restricted until further notice.

Prior approval   MUST  be obtained for activities with  non-sanctioned countries  under the following circumstances:

• Before shipping University-owned equipment, software, samples or data to or from sanctioned countries
• Before receiving equipment, software, samples, data, or financial support from anyone in a sanctioned country, prior to, during, and after travel
• North Korea
• *For the most updated list of sanctioned countries, visit the Office of Export Controls' website .

No matter who you are, you deserve to feel safe while traveling. Please view the State Department's resources for Travelers with Special Considerations . You can also contact UVA's Division for Diversity, Equity, and Inclusion for additional support. 

The Centers for Disease Control and Prevention recommends visiting your healthcare provider or a traveler's clinic at least one month prior to your international trip. Check the CDC’s destination pages for health information including what vaccines and medications may be recommended/required for your destination(s).

The UVA Infectious Diseases and Traveler's Clinic is available for travel immunization appointments on Mondays. Travel immunizations and related prescriptions can be paid via T&E card or reimbursed.

Launch TravelUVA          Travel Contracts

International Travel Registry

Designated Advisors

Travel Help

Please contact us with any questions related to travel planning and bookings.

When booking companion travel, it is essential to confirm that the Companion has a valid business purpose, as defined by the IRS and associated UVA guidelines .

Raegan Harouff Gaye

Chailey Hench

Danae Polemi

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Virginia residents will need a REAL ID to board an airplane starting May 2025

SANDSTON, Va. —  Do you have a star on your Virginia driver’s license? If not, there’s still time to get your REAL ID-compliant driver’s license with that star on it. But it’s better to get it sooner, rather than later.

Virginia residents who want to board an airplane for a domestic flight will soon need a REAL ID-compliant driver’s license. If their driver’s license is not REAL ID -compliant, they will need another form of approved identification , such as a passport to board their flight or enter a secure federal facility or military base. The REAL ID driver’s license and identification card have a small star in the upper right corner to indicate they meet federal regulations that establish minimum security standards.

REAL ID goes into effect in about one year, starting May 7, 2025, and the countdown is on!

“REAL ID is a coordinated effort by the federal government to improve the reliability and accuracy of driver licenses and identification cards,” says Robin “Chuck” Burke, TSA’s Federal Security Director for Richmond International Airport. “The improvements are intended to inhibit terrorists’ ability to evade detection by using fraudulent identification.”

Virginia residents have the option to upgrade to a REAL ID if their license does not currently have the star or stick with an older standard driver’s license. However, a standard credential—without the star—will not be valid to board a domestic flight or to access secure federal facilities, including military bases and some federal offices.   

To get the REAL ID star, individuals will need to visit their local Virginia Department of Motor Vehicles office in person and bring certain documents to prove U.S. citizenship and Virginia residency. Required documents include one proof of identity (passport or U.S. birth certificate), proof of legal presence for non-U.S. citizens, two proofs of Virginia residency, your social security card (if you’ve been issued one) and a current driver’s license if you are applying to exchange one issued by another U.S. state.

Transportation Security Administration officers who staff the ticket document checking station at airports will not allow travelers into the checkpoint without a REAL ID-compliant license or another form of acceptable ID after May 7, 2025, because of a federal law (The REAL ID Act of 2005) that mandates that a REAL ID is needed for federal purposes.

Travelers will start to notice new signs at airports nationwide to remind people that REAL ID-compliant licenses or other acceptable forms of ID, such as a valid passport, federal government PIV card or U.S. military ID, will be mandatory for air travel beginning on May 7, 2025, Burke explained. “Critically important, on May 7, 2025, individuals who are unable to verify their identity may not be permitted to enter the TSA checkpoint and will not be allowed to fly,” he said.

For more information and details about how to obtain a REAL ID-compliant driver’s license or identification card in Virginia, visit Virginia’s Department of Motor Vehicles web site.