Timeline & Checklist
Table 1. provides a timeline reflecting deadlines in which the ITC/faculty member must submit documents to the Provost/Vice President for Academic Affairs (VPAA). Please note that the respective Dean will have an earlier deadline allowing ample time for his/her approval. Once approval is granted by the Dean, he/she will forward to the VPAA.
Table 1.
Timeline for Submission of Documents for International Travel
|
Semester of Travel |
Deadline |
Forms |
Due To |
|
Spring or Summer |
Last Friday in October |
1. International Faculty & Student Travel Stipend Notification of Intent to Travel (Faculty/Dean) 2. Confirmation of Legal Documentation necessary for Final Authorization of Travel – Obtained via Planning and Institutional Effectiveness Department (Faculty/Dean)
These forms MUST be submitted to the respective Dean who will then forward to the Provost/VPAA office. |
Provost/VPAA Office |
|
Fall |
Last Friday in May |
||
|
14 Weeks prior to Departure |
1. Preliminary Authorization Request (Faculty) OR Preliminary Authorization Request for Graduate Student Research Abroad (Faculty) 2. Copies of all trip advertisement and marketing documents (Faculty)
|
Provost/VPAA Office |
|
|
7 Weeks prior to Departure |
1. Final Authorization Request OR Final Authorization Request for Graduate Student Research Abroad (Faculty) 2. Student International Travel Application (Faculty) 3. Waiver of Liability and Indemnification (Faculty) 4. Travel Application (in Concur for Faculty and Staff) 5. Request for Foreign Travel (if applicable: if appropriated funds are used)
|
Provost/VPAA Office |
|
|
20 Days prior to Departure |
Request for International Wire Transfer (if applicable: for payment to another entity abroad) (Faculty) |
Provost/VPAA Office |
|
|
10 Days prior to Departure |
1. W-9 Form (Faculty) 2. W-8BEN Form (if applicable) (Faculty) Any revisions to information submitted on any travel document (Faculty) |
Provost/VPAA Office |
|
|
2 Weeks After Return |
Confirmation of Travel Expenses OR Confirmation of Travel Expenses for Graduate Student Research (Faculty) |
Provost/VPAA Office |
Listing of forms
The forms are listed in the order of submission; however, refer to the Timeline and Checklist table for deadlines.
- International Faculty & Student Travel Stipend Notification of Intent to Travel
- Study Abroad Syllabus Template
- 3a. Preliminary Authorization Request
or
3b. Preliminary Authorization Request for Graduate Student Research Abroad
or
4b. Final Authorization Request for Graduate Student Research Abroad
- Student International Travel Application
- Waiver of Liability and Indemnification
- Travel Application (in Concur for faculty and staff)
- Request for Foreign Travel (if applicable: if appropriated funds are used)
- Request for International Wire Transfer (if applicable: for payment to other entity abroad)
- W-9 Request for Taxpayer Identification Number and Certification Form
- W-8BEN Certificate of Foreign Status of Beneficial Owner for United States Tax Withholding Form (if applicable)
- 12a. Confirmation of Travel Expenses
or
12b. Confirmation of Travel Expenses for Graduate Student Research Abroad