International Travel
For comprehensive guidance on international travel, review the RF Travel Handbook.
International Travel Guidance
Export Controls
U.S. export control and sanctions programs may affect your foreign travel. Technical data including e-documents, drawings and software may be controlled under US regulations and require permission to take to another country. This includes data on laptops and other smart devices that remain in your possession. While many of these items can be temporarily exported under the EAR license exception “Temporary exports -Tools of the Trade” (TMP) or Baggage (BAG), this needs to be confirmed and it is the responsibility of the traveler to ensure that they are complying with the regulations. Violations can lead to civil or criminal penalties or seizure of the devices. Please review the materials here, and contact your campus compliance or travel office if there are questions.
Flights
All air travel on federally funded projects must comply with the Fly America Act.
Meals, Lodging and Incidental Expenses
Payment for foreign travel is calculated using Method I (Unreceipted Lodging) and no receipts are required for lodging or meals. The rates are per diem allowances including meals, lodging, and incidental expenses. When sponsors allow foreign travel but do not provide a schedule of allowance, the U.S. State Department’s Maximum Travel Per Diem Allowances for Foreign Areas must be used. The rates for Alaska, Hawaii, and Puerto Rico are established by the Department of Defense in Official DoD Per Diem Rates.
The foreign meal allowance schedule lists the meal allowance as one figure. The RF allocates this allowance as follows:
- 20% for breakfast
- 80% for dinner
The eligibility for meals is the same as for domestic travel and is listed below:
| On the day of departure, the traveler is eligible for | If travel begins before |
| Breakfast | 7:00am |
| Lunch | Non-reimbursable |
| Dinner | 6:00pm |
| On the day of return, the traveler is eligible for | If the trip ends after |
| Breakfast | 8:00am |
| Lunch | Non-reimbursable |
| Dinner | 7:00pm |
When breakfast or dinner is included or provided at a conference or meeting, the meal is not reimbursable. An agenda must be provided with the Travel Expense Voucher to confirm that meals were not included.
Some sponsors consider Canadian travel to be domestic travel while others consider it foreign travel. Travelers should check sponsor guidelines to determine how their sponsor classifies Canadian travel and categorize it accordingly for payment purposes. Even when travel to Canada is considered domestic by the sponsor, travelers should claim foreign rates for payment unless the award instrument or sponsor regulation provides otherwise.
Rental Vehicles
If a traveler plans to rent a vehicle while in a foreign territory, the Office of Compliance Services should be notified beforehand by sending an email to [email protected]. Refer to the "Travel in Foreign Territories" section in Insurance Offered by Rental Agencies within the RF Travel Handbook for more information.
Travel Insurance
While traveling internationally on RF business, employees and their immediate family members may be covered under the RF’s blanket international travel assistance coverage, subject to the limitations and exceptions when using the RF’s International insurance program. For additional information, refer to the International Travel section and International Travel Assistance – Administrative Guide within the RF Travel Handbook.
Travel Advisories
The U.S. Department of State’s Bureau of Consular Affairs issues travel warnings based on relevant information, often recommending that U.S. Citizens avoid travel to certain counties. Foreign nations are issued a threat level between 1 and 4. Travelers going to any country with travel warning levels 3-4 must have advance written approval from the campus operations manager and/or designee and notification sent to the campus president, with written notice to the RF's Central Office ([email protected]), before traveling. It is the responsibility of the traveler to check the Current Travel Warnings list before traveling, to obtain the necessary authorization, and to read and abide by the information contained in the travel warning.
Check these links for travel advisories prior to booking international travel.
For further information on international travel, contact the office of International Education at [email protected].