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Traveling abroad for work or study? Register before you go

From: Global Education Office

Virginia Tech requires all university-supported travelers — including students, faculty, and staff — to register their international travel prior to departure to ensure financial approval, credit transfer authorization, safety tracking, and export control support.

How do I register?

Employees

Submit a pre-approval in Chrome River at least two weeks before departure. This notifies the Controller, Global Safety, and the Office of Export and Secure Research Control (OESRC) of your travel. The Controller’s Office manages financial approval, Global Safety tracks travel for emergency response and ensures travelers enroll in mandatory insurance, and OESRC ensures travelers are in compliance with export laws and regulations.

Graduate students

All graduate students receiving credit for their trip abroad must register their travel with the Global Education Office (GEO) through their My Study Abroad account.

Those who are not receiving credit and/or whose travel is funded through Virginia Tech must submit a pre-approval in Chrome River. Students do not have access to this system, so they will need to see their department’s fiscal technician for assistance.

Undergraduate students

All undergraduate students must register their travel with the Global Education Office through their My Study Abroad account. In many cases, an application for study abroad is through this platform.

If travel is funded through Virginia Tech, students must submit a pre-approval in Chrome River. Students do not have access to this system, so they will need to see their department’s fiscal technician for assistance.

Is my travel ‘university-supported’?

Virginia Tech Policy 1070: Global Travel Registry defines “university-supported” global travel as travel outside of the United States that meets any of the following criteria:

  • Travel with an approved program through the Global Education Office.
  • Travel created, managed, organized, and/or supported through a Virginia Tech college or department (academic or other), including programs that involve an application process and participant selection.
  • Travel that expends university funds, to include grants, Foundation funds, scholarships, informal financial awards, and/or financial aid.
  • Travel to the university from abroad under the aegis of a Virginia Tech college or department (academic or other), including programs that involve an application process and participant selection.
  • Travel as a representative of Virginia Tech in any capacity (credit or noncredit).
  • Travel that is necessary to achieve a degree requirement.
  • Travel as a component of experiential learning as a degree requirement.
  • Travel that fulfills Virginia Tech contractual agreements.
  • Travel for academic credit (direct or to be transferred).
  • Travel for research, practica, internships/externships, field work, or conferences that contribute to an individual’s Virginia Tech degree or professional activities.
  • Travel for service learning organized by Virginia Tech.
  • Travel under the aegis of Virginia Tech for performances, humanitarian efforts, competitions (athletic, arts, etc.), teaching, and instruction.
  • Travel to a Virginia Tech center abroad.
  • Travel by University Chartered Student Organizations (UCSO) and University Student Life Programs (USLP).
  • Travel for research leave abroad. Faculty (and dependents) on research leave abroad not related to Virginia Tech (not using Virginia Tech funds, not representing Virginia Tech, etc.) have the option of enrolling in the international emergency medical and assistance services insurance.

To whom do I reach out for assistance?

Who

What

Phone

Email

Controller – Travel

Financing travel

540-231-0944

travelvt@vt.edu

Global Education Office

Global learning opportunities

540-231-5888

vtabroad@vt.edu

Global Safety

Registering travel, safety planning, insurance enrollment, emergency response

540-231-2867

vtglobalsafety@vt.edu

Office of Export and Secure Research Compliance

Export regulations, loaner laptop program

540-232-8573

oesrc@vt.edu

VT Engage

International co-curricular programming

540-231-6964

engage@vt.edu

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