Faculty/Staff International Travel

The following are procedures for international travel. Please review carefully, as there have been some changes to the process and deadlines.

Note: For all Faculty and Staff-directed international travel with students (credit or non-credit, service-learning, conferences, research, sports, club, and artistic performances, etc.) a GEO program proposal form must be submitted. Proposals received after the posted deadline may be deferred until the following year.

All West Chester University personnel traveling internationally for university business must submit the International Travel Authorization Form at least 30 days prior to travel. This includes travel to locations outside of the continental United States such as,

  • Hawaii
  • Alaska
  • Puerto Rico
  • American Samoa
  • U.S. Virgin Islands
  • Commonwealth of the Northern Mariana Islands
  • Federated States of Micronesia
  • Guam
  • Republic of the Marshall Islands
  • Republic of Palau

There are two required forms to complete: the International Travel Authorization Form and the Technology Control Form . Both forms are to be submitted to the Global Engagement Office (GEO) at least 4-6 weeks prior to travel. Contact GEO at x3515 or studyabroad@wcupa.edu should you have any questions.

International Travel Authorization Form (ITAF) (Important Changes)

The international travel authorization is an online fillable form (see link above for access to the form). Please review the following steps below.

International Travel Authorization Form (ITAF) Policy and Submission

Policy Requirements

  • The ITAF must be submitted at least 4–6 weeks prior to departure and before making any travel arrangements when using University funds.
  • An approved ITAF is required for all international travel, regardless of funding source.
  • Travel requests submitted after departure without an approved ITAF will not be approved, and expenses will not be reimbursed.
  • No reimbursements will be issued without a fully approved ITAF, including:
    • Travel vouchers
    • TCard/PCard purchases
    • Payment request form reimbursements

Submission Process

  • The ITAF is completed and submitted through DocuSign.
  • All forms must be digitally completed and signed within the platform.
  • Once submitted, the form will automatically route for required approvals.
  • Fully executed forms will be distributed via DocuSign to:
    • The traveler
    • The Dean/Director’s Office

Funding and Budget Requirements

  • Funding Source (SAP Cost Center):
    • Obtain from your Department Chair or college business manager.
    • Include funding from all supporting departments, if applicable.
  • Total Approved Amount:
    • Provide the full estimated cost of the trip
    • Failure to submit a complete estimate will require a new ITAF submission, which must be fully approved prior to reimbursement.
    • This may result in significant delays in reimbursement processing.
  • Budget Accuracy:
    • Budgets must be complete and accurate at the time of submission.
    • Inaccurate or incomplete budgets will delay reimbursement until corrected and reapproved.
    • Missing estimates will require a revised ITAF, causing additional approval steps and delays.

Justification Requirement

  • A travel justification is required for all submissions.
  • The justification must be completed using the template provided within the DocuSign form.

Technology Control Plan Form

This form should be signed only by you and e-mailed directly to International Programs.

PASSHE and WCU developed procedures that will ensure that each of the System schools is in compliance with Federal government regulations regarding Embargo and Export Controls. The Global Engagement Office, WCU's Office of Sponsored Research (OSR) and the Information Services (IS) has developed a Technology Control Plan that will ensure your international travel compliance with Export Control Laws. WCU employees traveling overseas are required to review and sign the Technology Control Plan Form(s) . The traveler is the only person that signs this form, and it is e-mailed directly to the Global Engagement Office.

Personal or university issued smart phones are considered "technology/equipment".

As a general rule of thumb:

  1. If traveling on university business, AND carrying university technology/equipment, you are required to fill out both the "TMP" and "BAG" Forms.
  2. If traveling on university business, but carrying personal equipment, you are required to only fill out the one form labeled "BAG".

The federal rules require all travelers ensure that sensitive digital research data is appropriately protected. If you believe you are traveling with sensitive digital research data or to an embargoed country, the IS Division will need at least a two week notice to review the software and data contained on the laptop (or any other technical device) being taken out of the country. If you have any questions, please contact the University Designated Officer (UDO) for IS - Mr. JT Singh. He may be reached by e-mail or phone: (610) 436-1045.

Travel Reimbursement Process and Travel Voucher Form

The Accounts Payable form is for both domestic and international travel. The form is an online fillable form which will "do the math" for you with respect to per diems, provide links to important information and provide guidance with the travel regulations. The online form will still need to be printed and contain hand signatures from all necessary approvers.

  • Upon return, submit the travel voucher form to the appropriate offices to obtain all of the required signatures: Department Chair/Manager, Dean/Director, and if needed, Provost or VP, and President.
  • Itemized original receipts must accompany the signed travel vouchers
  • Credit Card Statements are not an acceptable form on receipt.
  • Additional signatures may be required.

Additional signatures may be required by the Associate Vice President of Sponsored Research if funding is provided by a Federal granting agency or by the local Faculty Grants Development (FGD) Committee. The AVP for international programs does not need to sign the reimbursement form upon return unless the Global Engagement Office is contributing funds to the trip.

*** Accounts Payable is also able to reimburse travelers via ACH (direct deposit). Once released, an ACH reimbursement takes two business days and is posted to your account as cash. No more trips to the bank. You will be notified when Accounts Payable releases your ACH payment via email. You will know when to expect it, the amount, and if you travel frequently on university business, which trips are being reimbursed.