International Travel—What You Need to Know

We know that international travel is a big part of academic and research life at Purdue. Whether you are presenting at a conference, collaborating with international colleagues, or participating in an exchange opportunity, global engagement is essential to our mission as a top research institution. At the same time, international travel can raise some unique risks and responsibilities—especially when it involves research or university equipment. Our goal is to help you travel safely, avoid problems, and meet federal and state regulations—without putting up unnecessary barriers. Here’s what you need to keep in mind before, during, and after your trip.

Research Security and Export Controls—What to Watch For

• Bringing Items Abroad. Even everyday items like laptops, smartwatches, and phones are subject to U.S. export control rules when taken abroad—especially if they contain certain types of software like MATLAB or STATA. The same goes for any Purdue-owned items you might be carrying, like prototypes, scientific equipment, and research samples. And sometimes, prior permission from the federal government, in the form of an export license, is required.
• Working Remotely While Abroad. Accessing Purdue systems from overseas—especially secure or restricted systems—can sometimes count as an “export” of data. Some countries also restrict the use of VPNs, Zoom, or two-factor authentication applications like DuoMobile. If your work involves sensitive or controlled research, reach out before your trip to make sure it’s okay to access while abroad.
• Licensing Requirements. If your travel involves controlled items, data, or research, you might need a U.S. government license before you go. Licenses aren’t always required—but when they are, they can take anywhere from a few weeks to over a year to obtain. Purdue’s Research Security and Export Controls (RSEC) team can figure out what you need and handle any license requests. Contact them early at rsec@purdue.edu.
• Reporting to Federal Sponsors. If your international trip involves working on federally funded research—or if someone else is paying for part of your travel—you may need to report this to your sponsor(s) in advance. Different agencies have different rules. Not sure what applies? Sponsored Programs Services can help you figure it out.

We know the rules around international travel can be confusing. You don’t have to navigate them alone. RSEC is here to support international engagement while helping you stay safe and compliant. Reach out early, and RSEC will work with you to make your travel as smooth as possible.

Preparing for Your Trip

• Report Your Travel
  • As required by Purdue’s travel policy and regulations, approval must be obtained before planning international business travel. This confirms supervisor approval, fund availability, coverage under worker compensation, and registration for international medical/evacuation insurance. As a reminder, even during summer months academic year faculty and staff must report business related travel. Prior to your departure, ensure all business travel is properly documented in Concur. If needed, download the “Booking Travel in Concur Quick Reference Guide.”
  • If you are receiving funding or reimbursement from an individual or entity other than Purdue, submit a Reportable Outside Activity Form to seek approval through Purdue. If you are unsure whether your trip would be considered an ROA, review the employee decision tree guidance on the Office of Research website. Once approved by Purdue, you may also need to update your Current & Pending (Other) Support with your federal sponsors. For more information on reporting to your federal sponsors, click here.
• Research your Destination & Plan
  • Consult the U.S. Department of State’s International Travel site for advisories, visa requirements, vaccination information, and local laws.
  • Determine if your travel destination requires a waiver/special department-head approval by referring to the Purdue Travel Matrix.
  • Consider enrolling in the Smart Traveler Enrollment Program (STEP) to receive updates and assistance during emergencies.
  • The U.S. Customs and Border Protection and ODNI websites provide helpful security information when planning your travels.
  • Be aware of the Foreign Corrupt Practices Act and how it affects payment to foreign government officials.
  • Review Purdue’s International Travel Field Guide and cybersecurity tips for researchers.
• Understand Customs Regulations
  • Customs officials in the U.S. and other countries can search and seize your devices and data.
  • Do not travel with sensitive or controlled information. If you must do so, notify RSEC so that any sensitive data and software can be reviewed to determine if an export license is required before your trip.
• Mitigate Risks with Your Destination
  • Comprehensively Sanctioned Destinations: Contact RSEC before traveling to Cuba, Iran, North Korea, Syria, or certain regions of Ukraine (Crimea, Donetsk, and Luhansk). Licenses are always required for activities with people in these locations. While there are some self-electing General Licenses RSEC can identify for you, obtaining a Specific License from the U.S. government can take six months or more to obtain. Contact RSEC as soon as you are aware that you may need to travel to one of these destinations.
  • High-Risk Destinations. For travel to high-risk destinations, do not take Purdue laptops, items, or equipment without approval from RSEC. If you need an electronic device, Purdue IT can provide you with a clean loaner laptop. Export licensing requirements to these destinations are heightened, and RSEC can assist you in navigating these requirements. Contact RSEC at rsec@purdue.edu.
    Note: High-risk destinations also typically fall into a category that requires a travel waiver/special approval for Purdue business travel when overseeing students or other non-employees on Purdue-sponsored programs as well. See Purdue Travel Matrix.
  • All Destinations. With or without a clean loaner laptop, be careful about taking any devices with federally funded research or other sensitive or critical information, as devices can be compromised when transiting customs and data can be lost. If you have NIH awards, please partner with Sponsored Programs Services to see if a Foreign Component needs to be reported. More about what information should be disclosed to your federal sponsors can be found here. If you have any questions regarding disclosures to your federal sponsors, please contact Sponsored Programs Services.
• Screen Future Collaborations and Interactions
  • Interacting with restricted parties is prohibited by Purdue policy. Ensure that Restricted Party Screenings for individuals and/or organizations you plan to interact with are conducted through RSEC. Please note: organizations that Purdue has a relationship with at an institutional level are already screened.
  • Engaging with a foreign military, regular or irregular, even from a “friendly country,” is generally considered a defense service, subject to the licensing requirements of the International Traffic in Arms Regulations (ITAR), depending on the nature of the activity. Contact RSEC immediately if there is a need to do this because it can take 6 months or more to secure the appropriate licenses.
  • Even when interacting with parties that are not restricted and are not associated with a foreign military, it is still important to recognize that foreign governments may be interested in your work. When you are in their country, it is the optimal time for them to attempt to solicit information from you about the work that you are doing. This may not always be obvious to you, and some foreign governments may be willing to spend years cultivating a relationship. Be prepared to avoid questions or change the subject. Stick to sharing information that is already in the public domain rather than discussing ongoing research, and never share controlled information with a foreign person.
  • Do not share non-public research or controlled information with anyone while overseas.
• Prepare your Gear and Paperwork
  • Travel with minimal Purdue equipment. Obtain a clean loaner laptop if you are traveling to a high-risk destination. If you must take any Purdue equipment with you, contact RSEC so that appropriate export licenses can be secured before your trip and ensure that all sensitive information is removed from your device(s) prior to your trip. See section 4 above.
  • If you are taking any Purdue items with you (research samples, scientific equipment, prototypes), please partner with RSEC first to determine licensing requirements. Be sure to highlight whether these items will be returning to the U.S. with you or whether they will remain in the foreign destination permanently.
  • Plan not to access any controlled information or confidential/proprietary information remotely during your trip.

During your Trip

• Stay Viligant
  • Be aware of your surroundings and never share sensitive information.
  • If solicited for information, find out who the individual is, deflect questions, and avoid discussing sensitive topics.
  • Stick to publicly available information in presentations and Q&A sessions at conferences.
  • Do not leave technology, mockups, or electronics unattended.
  • Do not post pictures or mention that you are traveling on social media during the trip.
  • Do not remotely access controlled data.
• Secure Your Devices
  • Do not expect privacy abroad. Avoid using public Wi-Fi networks, never leave devices unattended, remove social media apps from your devices, and assume all electronic communication can be intercepted.
  • Avoid using public USB ports or accepting unknown USB devices. You don’t know what malware may be introduced or what access you may inadvertently be giving to a bad actor.
  • Do not use foreign computers or fax machines.
  • Report lost of stolen Purdue devices immediately to your Business Office first and then to the non-emergency Purdue policy number.

Upon Return

• Prepared for Re-Entry Questions. U.S. Customs and Border Protection (CBP) may ask about the purpose of your travel and your activities abroad.
• Check Your Devices. Have Purdue devices scanned by IT for potential malware before reconnecting to Purdue systems or transferring data to Purdue University institutional resources.
• Report Incidents. Report any unusual incidents or attempts to solicit information to RSEC at rsec@purdue.edu.

For Additional Information

For general questions please contact the RSEC team.