Compliance with Executive Order GA-48: Personal Travel

Any personal travel to Foreign Adversary nations requires UT faculty, staff and student employees to disclose information about the trip in accordance with Executive Order GA-48.

Four Required Actions

Complete Personal Travel Pre-Trip Notice before traveling.
Understand and adhere to UT ISO international travel rules for electronic devices and accessing UT Systems and data.
Be aware of prohibitions on gifts from entities associated with Foreign Adversary nations.
Complete Personal Travel Post-Travel Brief after returning home.

Background

According to this executive order, travel information must be submitted for personal trips to countries identified on the U.S. Department of Commerce’s Foreign Adversary list under 15 CFR Section 791.4. The U.S. government has determined the governments of these nations have “engaged in a long-term pattern or serious instances of conduct significantly adverse to the national security of the United States or security and safety of United States persons.” The Foreign Adversary list includes:

The People's Republic of China, including the Hong Kong Special Administrative Region and the Macau Special Administrative Region (China).
Republic of Cuba (Cuba).
Islamic Republic of Iran (Iran).
Democratic People's Republic of Korea (North Korea).
Russian Federation (Russia).
Venezuelan politician Nicolás Maduro (Maduro Regime).

Personal Travel Reporting for Foreign Adversary Nations

Before visiting a Foreign Adversary nation(s), UT faculty, staff and student employees must fill out a Personal Travel Pre-Trip Notice. This form captures basic travel information about dates and destination and should take less than five minutes to complete.

Upon return, you must submit the Post-Travel Brief within seven days. You will receive an automated email upon your return, with a link, requesting that you complete the form. It should take less than 10 minutes to complete and reviews travel details, security-related encounters and technology use.

Both reports do not ask for personal details but instead focus on your travel itinerary and compliance with the technology and gifts rules.

Electronic Devices and Accessing UT Systems

When traveling to a listed nation, all electronic devices must be fully disconnected from UT Austin systems (i.e., not connecting to or interacting with any UT data or systems). The UT Information Security Office International Travel Standard clearly outlines the rules. The restrictions on accessing UT data and systems cover the use of:

University-owned devices.
Personal devices.
Accessing UT Austin data and UT systems, including your UT EID.
Loaner laptop use through your local IT support teams.

If you do not follow these policies, your EID and UT access will be locked and you must work with the Service Desk to reset your password. Additional attempts to connect to systems in a restricted country will result in EID locks. Once you return to UT Austin, the device(s) must be verified as secure before it is used with UT data or systems. Once you return to UT Austin, the device(s) must be verified as secure before it is used with UT data or systems.

Review UT’s Information Security Office International Travel Standard guidelines for more information

Foreign Gifts

When traveling to listed nation, UT faculty, staff and student employees must be aware they cannot accept gifts, regardless of value, from the government, a government official, or any entity associated with the government. Examples of gifts include, but are not limited to, travel expenses, complimentary meals and entertainment.

Frequently Asked Questions

Policy questions

Why do I need to disclose personal travel to Foreign Adversary nations?

This is required by Executive Order GA-48. UT must comply with this order, including its directives on employee travel, both personal and professional, and must certify such compliance with the Governor’s Office. The order’s requirements on employee travel are embodied in University policy.

How long do I have to submit my travel information?

You must submit your Personal Travel Pre-Trip Notice before your departure. If you forget or otherwise fail to submit the Notice prior to your departure, you must submit the Pre-Trip Notice as soon as possible after your departure.

After your return, you should submit the Post-Travel Brief as soon as possible, and in no event more than seven days later. You will receive an automated email reminder upon your return, with a link, requesting that you complete the form. Failure to submit this form in a timely manner will result in escalation to your unit’s leadership and may result in disciplinary action.

The forms are designed to be short — each should take less than 10 minutes to complete. They do not ask for personal details about your travel. Questions focus on whether you had security-related encounters or traveled with UT equipment.

Does this include business travel?

No, this is only related to personal travel. The Post-Travel Brief outlines reasons that include: vacation/tourism, visiting family and/or friends, business (other than University business), education, conference or seminar (other than university business) and other personal travel (to be defined by employee).

I am a student employed by UT. Do I need to submit the Pre-Trip Notice and Post-Travel Brief?

If you are employed by UT at the time of your personal travel to one of the nations listed, you are required to submit the form before and after traveling. If you were previously employed but ended your work with the University before your personal travel, you do not need to submit any forms.

I am a graduate student with a summer anchor appointment. Does this apply to me?

Yes, you are considered an employee of the University if you hold a summer anchor appointment. If you are on personal travel to one of the nations listed, you are required to submit the form before and after traveling.

What do I say if I am approached by a government official offering a gift during my trip?

You should decline the offer in a respectful manner and make note of the offer and approximate value. Then upon return, report the information in the Post-Travel Brief, as well as to your supervisor and University Compliance using the Compliance and Ethics Hotline: Online: www.lighthouse-services.com/austin.utexas; Phone: English 877-507-7321, Español 800-216-1288; Email: compliance@austin.utexas.edu.

Electronic Device Questions

Can I bring my UT laptop with me on my trip?

When traveling to one of the Foreign Adversary nations, you may not take any University-owned device.

If you require a laptop, you can request a loaner laptop through local IT support teams.

For more information, review UT’s Information Security Office International Travel Standard guidelines.

What if I try to access a UT system, such as email, from my personal device while in one of those countries?

Your EID and UT access will be locked, and you must work with the Service Desk to reset your password. Additional attempts to connect to systems in a restricted country will result in EID locks. Once you return to UT Austin, the device(s) must be verified as secure before it is used with UT data or systems. Once you return to UT Austin, the device(s) must be verified as secure before it is used with UT data or systems.

I need to take my personal device with me while I travel to one of these countries. What do I need to do to stay within the rules?

You can back up your computer or phone before you go, return it to factory settings before you leave the Foreign Adversary nation and then restore from the backup when you return.

Additionally, you should not have any UT Austin data on any personal device taken to one of the listed nations. You may not have UT Austin data on any personal system, such as email or files stored in the cloud, that you will be accessing while in the Foreign Adversary nation.

I am flying on an airline that is based in one of the countries on the Foreign Adversary nations list. Is there any concern with using the Wi-Fi on the plane?

Yes, there could be security concerns. You may not use a University-owned device or access University systems from personal devices on the airplane Wi-Fi.

I am traveling internationally with a connecting flight that stops in a one of the countries on the list. Do I need to complete the travel forms? Can I connect to my email at the airport for the brief duration of my connection that is in a Foreign Adversary nation?

Yes, you will need to complete both the Pre-Trip Notice and the Post-Trip Brief.

If you try to connect to UT email or other UT systems, your EID and UT access will be locked and you must work with the Service Desk to reset your password. Additional attempts to connect to systems in a restricted country will result in EID locks. Once you return to UT Austin, the device(s) must be verified as secure before it is used with UT data or systems. Once you return to UT Austin, the device must be verified as secure before it is used with UT data or systems.

If you turn the device on during the layover, you need to wipe the device after leaving the adversarial nation and restore from a backup.

I used my personal device while in a Foreign Adversary nation, and my UT EID has been locked. How do I go about getting it unlocked and verified with Information Security?

You will need to contact the Service Desk (512.475.9400 or help@utexas.edu) to reset your EID password and unlock your EID.

Access the UT Service Desk Support website

Travel Form Questions

I’ve completed the initial travel form. How do I know whether I am in compliance?

You will receive a confirmation email showing that you completed the Personal Travel Pre-Trip Notice. You must be aware of the rules about electronic devices and accessing UT systems, as well as the prohibition on gifts from government officials in these countries.

How do I access the Post-Travel Brief?

The day after you return, you will receive an automated email requesting you complete the form, with a link to access it.

I had to modify my trip dates or details. Do I need to change my Pre-Trip Notice?

No, you can make date updates in the Post-Travel Brief after traveling.

Please be aware that you will begin receiving automated notifications to submit your Post-Travel Brief based on the travel dates you initially entered.

My trip has been canceled. What do I need to do?

If you modify your trip dates or details or if your trip is canceled, you can make updates in the Post-Travel Brief form.

I am traveling to more than one country on the list. Do I need to submit multiple reports?

Yes, you need to submit a separate Pre-Trip Notice and Post-Travel Brief for each country visited.