International Travel Approval Procedure

This procedure establishes the processes and approval requirements for University‑related international travel to ensure such travel is reviewed for academic merit, compliance with state and university requirements, and risk management prior to departure. It outlines distinct approval pathways based on the traveler’s role and the nature of the travel.

University Procedure

Title

University of North Carolina at Chapel Hill Procedure for International Travel Approval

Introduction

Purpose

This procedure establishes the processes and approval requirements for University‑related international travel to ensure such travel is reviewed for academic merit, compliance with state and university requirements, and risk management prior to departure. It outlines distinct approval pathways based on the traveler’s role and the nature of the travel.

Scope

This procedure applies to UNC‑Chapel Hill faculty, staff, postdoctoral researchers, undergraduate and graduate students, medical students, residents, and fellows engaging in University‑related international travel outside of already approved study abroad programs.

Procedure

International Travel Approval Process for Faculty, Staff and Postdoctoral Researchers

The following steps apply to all faculty, staff and postdoctoral researchers at UNC-Chapel Hill. There are additional details below for those in the School of Medicine or those traveling with a group of undergraduate students and not affiliated with an approved Study Abroad program.

1. Download and complete the International Travel Approval Form, which was last updated in September 2025.
2. Obtain signature from designated approver on the form. Designated approvers include deans, department chairs, division chiefs, and center and area directors. If you are unsure of your unit's designated approver, check with your unit's global office.
3. Before your departure, attach the signed form to your travel request in Concur.
4. If you are traveling with undergraduate students and not affiliated with a University-approved Study Abroad program, please complete these additional steps:
   • Register your group of students in the HeelsAbroad portal. Faculty and staff are encouraged to submit their request as soon as their travel plans are confirmed, preferably at least six weeks in advance of their travel.
   • Complete required "Faculty Program Director Health and Safety" training in Carolina Talent.

International Travel Approval Process for Students, Medical Residents and Fellows

At UNC-Chapel Hill, there are many ways for students to travel internationally. Study abroad programs are managed by the Study Abroad Office and Honors Carolina in the College of Arts Sciences, and the Global Programs office in the Kenan-Flagler Business School. Students do not have to seek approval for international travel for University-approved study abroad programs because approval is granted at the program-level. All programs are already approved. Faculty and staff who are traveling with students on a University-related study abroad program must receive approval following the steps for University-related international travel for faculty, staff and postdoctoral fellows.

There are several other reasons students, residents and fellows travel internationally. Review the below categories to find the instructions most related to your proposed travel.

Undergrad Students

All University-related international travel for undergraduate students that is not through a University-approved study abroad program must be reviewed for academic merit and risk. It must be approved by the provost before funding may be released or travel proceeds. Requests to travel will only be approved to countries identified as Level 1 or Level 2 by the U.S. Department of State.

Traveling Independently

For undergraduate students who are seeking to travel independently but on behalf of the University, they must request approval through the HeelsAbroad portal. You may access the guidance and request approval at "Independent Undergraduate Education Abroad Activities."

The request for approval must be complete when submitted and submitted no later than 45 days before the departure date.

Traveling with Faculty and/or Students

For undergraduate students who are seeking to travel with faculty, staff and/or two or more students and not seeking academic credit, they must register their travel once the faculty or staff members who are traveling with them have had their request to travel approved. Then, the Study Abroad Office will contact students directly with information about how to register.

For more information about international travel for undergraduate students, email Katherine Culley, program coordinator in the UNC Study Abroad Office, at kculley@unc.edu.

Graduate Students

Graduate students request approval for University-related international travel using the Rapid Admin Service Request (RASR) portal. You are strongly encouraged to discuss travel plans with your DGS and/or department chair prior to submitting the online form.

Submit your online Rapid Admin Service Request (RASR).

You must be on campus or logged into the campus VPN to access RASR. Under the "Graduate School" tab, under "Travel," select "Graduate Student Request for International Travel." In RASR, international travel must be approved by the graduate student's:

• Department chair or director of graduate studies
• Appropriate senior administrator (school dean or dean's designee, typically a senior associate dean)
• Provost's Office or Office of the Vice Provost for Global Affairs

By approving the request, the dean or senior administrator is affirming that they have determined that the articulated benefits to the University outweigh the risks associated with the travel.

You may follow the approval process of your request in RASR under the MY RASR Form Submission (blue tab). You will receive an email notification upon final approval.

M.D. Students, Medical Residents and Fellows in the UNC School of Medicine

Non-M.D. students in the School of Medicine do not use the following process but follow the graduate student process outlined above. This includes students earning their Ph.D., in the biological and biomedical sciences program.

All M.D. students, medical residents and fellows in the School of Medicine must:

1. Download and complete the International Travel Approval form for students, residents and fellows in the School of Medicine.
2. Obtain signature from designated approver on the form. By signing the form, the designated approver has determined that the articulated benefits to the University outweigh the risks associated with the travel.
   • Medical students: Dr. Alice Chuang, associate dean for student affairs
   • Residents and fellows: Dr. Yara Park, designated institutional official
3. Upload the signed form before your departure to RASR. To access RASR, you must be on campus or logged into the campus VPN. See instructions for setting up off campus access. Click the "Travel" tab, and then click the "UNC Global" tab. There, click "International Travel Approval – School of Medicine." You may follow the approval process of your request in RASR under the "My RASR Form Submissions."

Students in the UNC Gillings School of Global Public Health

Students in the Gillings School of Global Public Health must request approval for international travel through the HeelsAbroad portal. You may access the guidance and request approval at "UNC Gillings Student International Travel Approval."

If you are participating in a study abroad program approved by the Study Abroad Office or Honors Carolina do not need to complete the Gillings Student International Travel request. If you have any questions about whether you need to complete a Gillings Students International Travel request, please contact Katherine Culley at kculley@unc.edu.

Related Requirements

External Regulations

As a State agency, UNC Chapel Hill is subject to the Office of State Budget and Management’s (OSBM) policies. 

• 5.2.29 Authorization for Out-of-Country Travel (for employees): All out-of-country travel must be authorized by the agency [university] head or such department official designated by him or her.
• 5.5 Travel Policies for Non-State Employees [non-employees (5.5.1) and post-secondary students (student employees and non-employee students) (5.5.2)]:  Traveling on state business whose expenses are paid by the State are subject to state regulations. 

University Policies, Standards, and Procedures

• 1501 – Policy on Business Travel 
• Export Controls Policy

Contact Information

Primary Contact

Name: Meredith Bryson, Program Manager for Global Partnerships and International Travel

Email: meredith.bryson@unc.edu