PLAN YOUR TRIP

- Fly America Requirements: Except under specific circumstances, U.S. flag air carriers must be used to transport personnel and property when the costs of transportation are charged to federal grants, contracts, or cooperative agreements. This requirement applies to transportation to, from, between, or within a country other than the U.S., when U.S. carriers are available without regard to cost or convenience. Specific exceptions and definitions are available at U.S. General Services Administration's Fly America Act website and in the Research Foundation Travel Handbook.
- European Union Commission Entry/Exit System (EES): The Entry/Exit System is scheduled to start later in 2025. The European Union will inform about the start of EES several months prior to its launch. Keep current by visiting the European Union website.
- United Kingdom Electronic Travel Authorization (ETA): The UK has just announced that it is expanding its digital travel system to include travelers from various nations who were previously exempt from visa requirements. From November 27, 2024, citizens from countries like the United States, Canada, Australia, and other non-European visa exempt countries will need to apply for an ETA before entering the UK. This requirement will gradually extend to all visitors who do not require a visa for short stays, including visitors from Europe. Apply for an electronic travel authorization on the gov.uk website.
- European Travel Information and Authorization System (ETIAS): Starting in mid-2025, travel authorizations will be required to enter most European countries. View the most up-to-date information (including specifics on the exact launch date, accessing the online application, etc.) from the EU's official website.
Travel Advisories: The U.S. State Department issues Travel Advisory Levels for all locations outside the United States. There are two types of Travel Advisories:
- Country-wide Travel Advisories: Each country has a designated advisory level from 1 (Exercise Normal Precautions) to 4 (Do Not Travel).
- Regional Travel Advisories: Select countries have within-country advisories that pertain to localities or sub-sections where higher levels of vigilance are recommended.
In some cases, university-related travel to high-risk locations may be denied.

Check your destination
Students should have a valid passport at the point of application as it is often required as part of the planning process. Students may submit an application without a current passport, but must either renew or apply for one immediately. Passports that will expire within six months or less of the program end date must be renewed.

U.S. Citizens can visit the U.S. Department of State Bureau of Consular Affairs to learn how to apply for a passport.

Non-US Citizens must visit the immigration website of their home country to learn how to apply or renew their passport.

Depending on the location or length of the program, an entry visa may be required. Become familiar with the host country’s entry/visa requirements based on the citizenship of the individual’s travelling passport. Visit the host country’s immigration/consular services website for details. Requirements may vary based on an individual's country of citizenship. Visa applications are sometimes complicated and can take time. Each country is different. The earlier students become informed the better.

Students must be currently in good academic standing at a college/university, including no remarks of academic dishonesty or any unresolved community standard violations.

Visit individual program pages for specific academic requirements and view “Academic Policies”.

Candidates may be interviewed to determine their qualifications for participating and representing Stony Brook University abroad.
- Review the Export Control Policy.
- International Travel and Export Control Overview: U.S. laws and regulations that regulate the disclosure, shipment, use, transfer, or transmission of items, commodities, materials, technical information, technology, software or encrypted software to foreign persons or entities wherever located.
- Hand-Carry Electronic Devices, Electronic Transmissions, and Field Equipment/Materials: Travelers should be aware that University or Research Foundation items (including technology and non-public research data) carried with them during international travel are considered exports and should be reviewed prior to departure. This review should include personal items (laptops, etc.) when they contain non-public University, Research Foundation,or third party proprietary data.
- Conferences, Meetings, and Seminars (Sharing Information): Presenters at events overseas, or domestically with international participants, are responsible for understanding export laws and regulations and how they apply to their respective disciplines and/or situations.
- Submit a request for an Export Control Review related to your international travel (NetID login required).
- Visit SBU’s Export Controls website for more information on export control compliance.
Sanctioned and Embargoed Countries
- U.S. law and regulations restrict and/or prohibit U.S. persons from traveling to and/or engaging in transactions with certain countries, see a full list of sanctions/embargoes.
- Travel to Cuba, Iran, North Korea, Ukraine, Syria, Belarus, Venezuela or Russia requires prior approval by the Director of Research Security.
- Read more about Sanctioned and Embargoed Countries.
- General Guidance: Review the International Travel Security (protecting your research) website.
- High Risk Activities: Review the Policy on International Engagements.
- International Collaborations: International collaborations should be reviewed for restricted parties, other regulatory requirements, such as access to export-controlled information, access to intellectual property, and potential undue foreign influence concerns must be considered and reviewed in balance with the benefits of the international collaboration. Review the International Collaboration website for more information.
- Conducting IRB Studies (Human Subjects Standard Operating Procedures, Section 17.3): Collection of human subjects data outside of the U.S. is subject to the laws and regulations of the country in which the data is being collected. It is important to receive IRB approval or an IRB determination of non-human subjects research before conducting these studies outside of the U.S.
- Foreign Talent Recruitment Programs (appointments/associations with external entities): Appointments at other universities may constitute a Foreign Talent Recruitment Program. Participation in Foreign Talent Recruitment Programs may become an issue if they meet the criteria of a Malign Foreign Talent Recruitment Program. This is especially true for federally funded researchers. Review the Foreign Talent Recruitment Programs website for more information.
- Research Agreements: Faculty and staff are not permitted to complete (i.e., sign) an agreement with a foreign entity. Review the chart for International Agreements for research for the appropriate agreement and office for your activity.
- Importing Samples from Abroad: Materials that require an import permit are the following:
  - Infectious biological agents capable of causing illness in humans.
    
    Materials known or reasonably expected to contain an infectious biological agent.
    
    Vectors of human disease such as insects or bats.
    
    Learn more and apply for a CDC Import Permit.
- Submit a request for an International Activity Review related to your international travel (NetID login required).
- Visit the Research Security website for more information on research security and international activities.
TimelyCare Services Abroad (students only)
TalkNow is a service available in most countries outside of the United States. Students can connect with either a US-based phone number or VPN while abroad. If they have any issues connecting, they can call the support line at 833-4-TIMELY, and they could have a TalkNow provider call them directly.