In partnership with Research Security & Compliance, Academic Affairs, Human Resources, the Office of Research, Economic and Community Development, and Finance Administration, the Office of Institutional Effectiveness and Compliance has implemented the university's new Travel Authorization Procedures that will cover domestic and international travel.
Beginning August 3, 2026, individuals will now be required to enter university-sponsored travel through e-Compliance. This new process will document that the appropriate departmental supervisor has approved the travel request (s), that a fiscal review and approval is recorded and to ensure travel & export control regulations are followed (as deemed appropriate). Information regarding domestic and international travel as well as the travel authorization user guide and information for supervisors are listed below.
If there are questions regarding the process, please contact the office at oiec@umsl.edu
eCompliance should be utilized for business travel related to your role at the university. Approval is required regardless of how the travel is funded, sponsored and/or reimbursed.
The Executive Order speaks to international travel, why was the decision made to include domestic travel as well?
- Pursuant to the Executive Order and subsequent changes that establishes guidelines for international travel, the decision was made to utilize eCompliance to maintain a consistent approval process for all travel-related expenses.
- By utilizing eCompliance, the university ensures that the appropriate departmental supervisor has approved the travel request, that a fiscal review and approval is recorded and to ensure travel and export control regulations are followed.
What is considered university business travel?
- University business travel includes, but not limited to: teaching, conducting or supporting research, attending or presenting at conferences, delivering lectures, recruiting or outreach activities, fieldwork or program activities, sabbaticals, other activities conducted in connection with university duties, responsibilities or business.
Who does this policy refer to?
- You must comply with the university travel authorization policy if you are a/an:
- University Employee (CRR 320.050)
- Guest affiliate unpaid appointee
- In some cases, students conducting or supporting externally funded research
What are the consequences for non-compliance?
- Consequences for failure to comply include, but are not limited to:
- Denial of travel authorization or reimbursement
- Suspension of access to university property or university resources during travel
- Disciplinary action in accordance with HR/Academic Affairs polices and procedures
- Revocation of access to university systems, resources and properties
International travel may require advance authorization, additional review or other compliance measures. Approval is required regardless of how the travel is funded, sponsored and/or reimbursed. To obtain authorization and approval, eCompliance should be utilized for international business travel related to your role at the university.
What information is included in the new Executive Order?
- For additional information, please review CRR 430.030 Research Security International Travel Authorization
What is considered university business travel?
- University business travel includes, but not limited to: teaching, conducting or supporting research, attending or presenting at conferences, delivering lectures, recruiting or outreach activities, fieldwork or program activities, sabbaticals, other activities conducted in connection with university duties, responsibilities or business.
Who does this policy refer to?
- You must comply with the university travel authorization policy if you are a/an:
- University Employee (CRR 320.050)
- Guest affiliate unpaid appointee
- In some cases, students conducting or supporting externally funded research
- Individuals listed on a technology control plan (TCP) or research security mitigation plan
Am I required to use eCompliance for personal travel internationally?
- International Travel not related to university business is considered personal travel. Approval before personal travel when both of the following conditions apply:
- You are traveling to a location considered a "foreign country of concern" or a "comprehensively sanctioned or embargoed destination."
- You will take University-owned devices, equipment or materials, or access University resources or systems during you travels.
- University device examples:laptops, mobile phones, storage devices, research or laboratory equipment
- University system examples: University email accounts, VPN services, cloud storage or other applications and services.
What are the consequences for non-compliance?
- Consequences for failure to comply include but are not limited to:
- Denial of travel authorization or reimbursement
- Suspension of Access to university property or university resources during travel
- Disciplinary action in accordance with HR/Academic Affairs procedures
- Revocation of access to university systems, resources and properties
For additional information, including travel "know before you go" and countries requiring additional review:
International Travel Authorization & Approval
Log into e-Compliance and select "Travel Authorization" from the compliance module menu.
Select: Begin a new travel authorization form (Note. The user's name who is logged in will auto populate. If completing the form on behalf of someone else, search for the requester's name.)
Question #1 – Travel Destination
- If you are not traveling to a foreign country, you will be routed to question #2 after answering no.
- If yes is selected, you will be asked if the trip is for personal purposes. If yes, you only need to continue to complete the travel authorization form if you are traveling to the countries listed in the drop-down box.
- If the trip is not for personal purposes, select the appropriate country from the list provided.
Section #2 – Travel Information
- Complete the series of questions. Depending on the answer selected for each question, additional questions may populate and must be answered.
- Question #10-The supervisor field will auto populate with supervisor information from myHR.
- Question #11-Must be completed with the name of the fiscal officer/business manager and/or the the department worker who handles reimbursements related to your travel (i.e. administrative assistant).
- Question #12- Is optional. However, in cases where there are others who may need to review the travel authorization form before approved (i.e. Dean, Director), please enter the name of that reviewer.
Click Save and Continue
• You will be alerted to any required fields left blank if they need completion.
Submit
• If all required fields are complete, the form can be submitted by clicking the accuracy check box and the Submit button.
Complete Screen
- You will receive a message that the form was submitted successfully, and you can view or print your form here.
Confirmation Email
- An email confirming the Travel Authorization was submitted will be sent to you.
You will receive an email when you are listed as a supervisor on a Travel Authorization form.
Travel authorizations assigned to you can also be accessed by logging into e-Compliance. Clicking the alert box on the top bar will open the list of tasks assigned to you.
Click on the review box to open the form and review the information.
After opening a form for an employee, the left side will show the employee's information and answers to the form questions.
Toggle between the form answers, comments and any attachments at the top.
Right side of screen: Approve or deny the request and enter any comments that will be visible for the form submitter or another reviewer to see.
Use the options at the top to look at prior reviews or add notes that will only be visible for you to view.
Once you have approved or denied the request, you will receive a "review assignment complete" message.
