Written by Fran Lawrence.

This month, we are announcing an important update to the Travel Authorization (TA) process. This updated process will enhance the user experience and ensure the university remains compliant with evolving federal regulations concerning research security and international activities. 

The changes affect two areas of compliance. The first change affects only out-of-country travel.  It provides international travelers with clear guidance on exports and detailed reviews of countries presenting additional legal and safety risks. 

The second update combines two separate requirements and simplifies how disclosures are managed for external professional activities and travel supported by entities other than NC State University.

These critical updates are the result of a dedicated and collaborative effort between the Enterprise Application Services (EAS) Financial System team, the University Controller’s Office, and Research Compliance, ensuring both fiscal integrity and regulatory alignment.

Federal Research Security and Compliance

In addition to existing export control regulations, the U.S. government has implemented new rules that impact international travel and external financial support for faculty and staff. To ensure NC State is compliant and our international travelers don’t unknowingly violate U.S. law, the new TA process has been modified for clarity, adding additional review for countries presenting increased legal and safety risk, due to sanctions, unrest, and other federal rules.  

The TA form has been revised to ensure that employees traveling internationally on official university business are aware of and adhere to U.S. regulations on:

• Export control regulations
• Health and safety

As part of the new TA process, employees requesting out-of-country travel must certify their understanding of these requirements and acknowledge their personal responsibility for compliance.

• Travelers are expected to familiarize themselves with the university’s Export Controls website, particularly the Traveling Internationally / Attending Conferences section, to understand potential areas of concern.
• For most out-of-country travel, the Export Control Office will serve as a reviewer for export license requirements.
• Due to the additional personal and institutional risk associated with certain countries, the Export Control office is a required approver to ensure all legal and research security issues are addressed before the TA routes to the supervisor for final approval. While subject to change based on federal actions, the country list currently includes China, Hong Kong, Iran, North Korea and Russia, due to their designation as Countries of Concern; Belarus, Cuba and Venezuela, due to comprehensive and significant sanctions; and Syria and Ukraine, due to war and persistent unrest. 

Enhanced User Experience: Combining Disclosures

We are eliminating redundant steps! The updated process will eliminate the need for a traveler to file both a TA form and an External Professional Activity (EPA) disclosure for certain travel scenarios, streamlining your administrative work.

An EPA is broadly defined as any paid or unpaid activity that:

• Is based on the professional knowledge, experience, or abilities for which the Covered Individual is employed by NC State,
• Is performed for an entity other than NC State, and
• Is not included in the Covered Individual’s University Employment Responsibilities unless the Covered Individual:
  • Has travel been sponsored or reimbursed by an entity other than NC State, unless the travel is reimbursed or sponsored by a U.S. federal, state, or local government agency, a U.S. institution of higher education, a U.S. academic teaching hospital, a U.S. medical center, or a research institute that is affiliated with a U.S. institution of higher education?

Key takeaway: If your travel is sponsored or reimbursed by a non-exempt, non-NC State entity, the information will be captured in the streamlined TA process to meet both travel and EPA disclosure requirements simultaneously.

Your Responsibility as a Traveler

Regardless of the destination, all travelers are responsible for obtaining approvals and providing support for official university business travel, including both overnight and day trips. The new process will help guide you through the compliance steps, particularly for international travel.

Please take the time to review the updated guidance before planning your next official university trip. Your cooperation ensures the university remains compliant and that your travel is seamless.