International Travel

Planning on traveling internationally?

Contact vumc.export@vanderbilt.edu prior to travel for current requirements.

Please email the completed documents below to vumc.export@vanderbilt.edu for review at least 10 business days prior to your international travel. For more information regarding these forms, see the Best Practices sections below.

Keep a copy of the completed documents for five (5) years past the last date of travel activity.


Making Travel Arrangements for Foreign Visitors?

If you are making travel arrangements for foreign visitors, please review further instruction.


International Travel Guidance

BEFORE each foreign trip, it is important to consider:

  • what you are taking,
  • where you are going,
  • who you are working with, and
  • why are the end-users collaborating with you (what is the desired end result?)

It is important to consider all of the above before each international trip as federal regulations change frequently.

Contact VUMC EC for assistance with conducting restricted party screening (RPS) on individuals and organizations you will be working with in the destination country(ies). VUMC EC will provide a copy of the search records to you. You should keep these results with the project file for five (5) years past the last date of activity on the project.

International Travel Questionnaire

  • This form may be used to document travel outside the U.S. It is important to plan ahead and think about what is being exported (laptop, equipment, information, technical data, biologicals), where you are going, who you are visiting, who you will be meeting with, etc.
  • VUMC EC will review the International Travel Questionnaire for export compliance when submitted to vumc.export@vanderbilt.edu at least 10 business days prior to travel.

Please Note: Once outside the US or upon your return to the US, your laptop may be subject to search or it may be seized without probable cause, suspicion, or warrant. In addition, keep in mind that WiFi networks are not secure so be sure to safeguard your personal, sensitive, export-controlled, and proprietary data appropriately. If you don't need it - don't take it with you!

"Clean Laptop"

  • VUMC recommends travelers to take a "clean laptop" on international visits. This is a laptop that does not include any export-restricted hardware, software, data, or information. This is especially true when traveling to China.

Temporary Export Certification (TMP)

  • If a laptop is required for travel and a "clean laptop" is not an option, it is recommended that before each foreign trip, a new temporary export certification  is completed, signed, and copies are made for both the permanent project file and VUMC EC, as well as an additional copy to take during travel.
  • The TMP exemption is only valid for travelers returning with the item(s)/software within 12 months, or if they have been certified to have been destroyed or consumed while abroad during the 12-month period.
  • The TMP exemption is not valid for travel to the following countries:
    • Cuba
    • Sudan
    • Syria
    • Iran
    • North Korea
  • Acknowledgement by the Dean of the traveler or a senior administrator on the permanent file copy is recommended to document the temporary travel exception.
  • Federal regulations require export related documentation is kept for five (5) years past the last date of activity on the project.
  • Other TMP conditions are required. Please view the "Terms and Conditions" section of the TMP form for a complete description of the requirements to utilize this exemption.
Common Travel Items
Item ECCN
Mass Market Commercial Laptops (HP, Dell, Apple, etc.) 5A992.c
iPhones, iPads, and most Android products 5A992.c
Flash Drives (most) EAR99
Commercial GPS systems (Garmin, Tom Tom, etc.) 7A994
Bitlocker Encryption 5D992.c

Before travel, visit https://travel.state.gov/ for detailed preparation information and safety recommendations from the U.S. Department of State and consult the FBI Safety and Security Guidance for Traveling Abroad.
 

For more information about booking and managing travel, please visit the Vanderbilt University Medical Center Travel website.


Countries of Concern

Be aware that OFAC sanctions may block assets or trade to these countries:

  • Balkans, Belarus, Burundi, Central African Republic, Cuba, Democratic Republic of the Congo, Iran, Iraq, Lebanon, Libya, North Korea, Somalia, Sudan (Republic of - North), South Sudan, Syria, Ukraine, Russia, Venezuela, Yemen, Zimbabwe.
  • List current as of February 8, 2017.

Sanctions change frequently. It is best to check the OFAC website if you have any questions.