Completing Foreign Travel or Shipment Requests

Directive Statement

This directive establishes the proper methods completing a Foreign Travel or Shipment Request for capital assets or attractive property.  Any property that will be transported outside the United States must receive authorization prior to travel.

It can often take many months to receive an export license, especially if the equipment or country requires extra vetting, so please be sure to submit a Foreign Travel Request as soon as you are aware that an item will need to be taken or shipped outside the United States.

Reason for Directive

The Foreign Travel Request is required to comply with government regulations and U.S. export laws regarding foreign travel with property.  Because U.S. export laws occasionally require an export license to take property to a specific country, UF directive requires that a Foreign Travel Request must be submitted before any UF-owned property can be taken outside of the United States.

Who must comply?

All University of Florida departments in possession of UF-owned property must comply with this directive.

Procedures

The person traveling or shipping the item is ultimately responsible for ensuring a travel request has been submitted and approved prior to travel, however, anyone with a Gatorlink account can follow the steps below to submit the travel request for the traveler.

For information on the Export Control Classification Number (ECCN) used in purchasing an asset that will leave the country or be used outside of the United States, please visit the UF Research Integrity, Security & Compliance.  Only the Property Custodian or Property Contact can update an ECCN.

  1. Complete an Off-Site Certification
  2. Complete a Foreign Travel or Shipment Request in myAssets
    1. If you will be taking multiple trips to different countries, submit them all on the same request, just make sure the dates cover the entirety of your travel period
  3. If the equipment, including a laptop computer, does not have a UF decal, please contact Asset Management at property@admin.ufl.edu or (352) 392-2556 to receive a UF decal number to be placed on the equipment
  4. When traveling with computers, no restricted data or restricted research can travel internationally without prior approval from UF Research Integrity, Security & Compliance
  5. Asset Management will review the information on the Foreign Travel or Shipment Request and either:
    1. Approve the request
    2. Refer the request to UF Research Integrity, Security & Compliance
  6. If approved, Asset Management will provide an authorization letter for the traveler establishing the ownership of the equipment.  This will assist the traveler in clearing the UF equipment through foreign and domestic customs
  7. If an export license is required, the traveler will be referred to UF Research Integrity, Security & Compliance, who will provide further instructions if a license is required to take the item outside of the United States
  8. Before the traveler leaves the country:
    • Ensure a UF decal is on the item
    • Print and carry the authorization from Asset Management
    • Bring any documentation received from the Division of Research Compliance and Global Support
    • If available, print and carry a copy of the purchase invoice for the item

Resources

Current Property Custodians and Contacts

Foreign Travel or Shipment Request

UF Export Control Compliance Program Guidelines

UF’s Space Tracking & Reporting System

Toolkits

UF HR Toolkit – Asset Management

Contacts

Asset Management: (352) 392-2556

UF Research Integrity, Security & Compliance: (352) 392-9174

UF Help Desk: (352) 392-HELP

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