International Travel - Computer Preparation, Overview, and Steps

The International Travel Device Process begins when you submit a travel request in Concur and its approved by the KU Travel Office.

Below is a diagram that outlines who completes key items and at what steps, along with the different options available to travelers, such as applying for an exception to take a KU device abroad and remote access to a device on the KU Lawrence Campus.

To see a larger version, click the image, then click: View Image for zoom-in options.

Most international travelers will be issued an international travel laptop from the IT Help Desk. By default, the KU device you use on a daily basis can only be taken abroad with an international travel laptop exception. Below is a definition of what qualifies as a KU device and guidelines for what travelers can and can't do while traveling abroad with an international travel laptop or a KU device.

1. A KU device is defined as being one or more of the following:

   1. A device managed by and within KU management frameworks.

      • This includes: phones, tablets, laptops, and removable drives or media.

   2. Contains KU data, information, and/or is KU property.

      • Excluded from the item above are personal phones, owned by you and not by KU.

      • For more information about personal phones, see: GRS's FAQ about phones.

   3. Purchased with grant funds to perform KU research or work.

   4. Purchased with KU funds including those from KU Endowment and start-up funds.

2. By default international travelers will be issued an international travel laptop from the IT Help Desk for use while traveling.

3. KU devices may be taken abroad instead of an international travel laptop, but only after extensive review, receiving an international travel laptop exception from GRS, and ensuring that any sensitive or confidential data or software has been migrated from the device to an approved storage location.

4. International travelers may only access the KU network, KU data, or KU software while abroad from an issued international travel laptop or from a KU device that received an international travel laptop exception.

5. KU data can only be taken abroad on removable media, flash drives, and external drives if requested by you and approved through the international travel laptop exception procedure.

The following should be completed in order as you prepare to submit your international travel request and after your request is submitted:

1. Review KU Global Risk and Security's (GRS) travel information and related KU Policy. A list of key documents are included below:

   1. GRS Loaner Laptop Program

   2. KU Electronic Device Travel Policy

   3. KU Electronic Acceptable Use Policy

   4. KU Loaner Laptop/Azure Virtual Desktop Procedure

   5. KU University Business Travel Policy

2. Determine if you wish to apply for an international travel laptop exception and/or for an exception to the Electronic Device Travel Policy in order to take removable media or software not yet approved for use while traveling. Exceptions to the Electronic Device Travel Policy are intended to balance compliance and productivity, and because employees have varying needs when traveling internationally, exceptions may be granted based on a combination of factors. GRS considers the following requirements when evaluating exception requests:

   1. Legitimate requirement for offline compute.

   2. Use of peripheral devices, such as a book scanner.

   3. Software requested to export.

   4. Awards associated with data.

   5. Data requested to export.

   6. Performance of device due to hardware specifications.

   7. Duration of travel.

   8. Destination countries.

3. Submit a Concur travel request 30 days prior to travel and receive approval for your request from the KU Travel Office.

   • If you are wishing to apply for an international travel laptop exception, indicate this desire in your Concur travel request.

4. Ensure you check your email for notifications from KU IT and GRS regarding steps you need to take.

5. If you receive an international travel laptop exception, migrate any restricted, confidential, and sensitive (category 1 or 2) information stored on your device's local hard drive or software not approved for use while traveling internationally to an approved storage location or uninstalled. IT Support will also be available to assist you with data and software migration before you travel.

   • Copy all restricted, confidential, and sensitive data to an appropriate KUCFS, KUEFS, ResFS, and/or OneDrive location, then delete that data from your device.

   • Uninstall any software that is identified by GRS and not approved by them for use while abroad.

   • If an international travel laptop exception is granted, there exists a possibility that at-risk data may still be on the device regardless of IT mitigation. The traveler accepts risk that there may still be data on their device.

   • For more information on data classifications and handling, see: KU Data Classification and Handling Procedures Guide and KU Data Classification Policy.

6. If you don't take your KU device and would like to remote into it while abroad, respond to your KU IT support ticket that you wish to do so. IT Support will reply with details and instructions for device prep and drop off to the Anschutz Library IT Help Desk location.

   • If your device is a laptop, you will bring it to the Anshuctz Library IT Help Desk location. If it is a desktop, your department's IT will assist with transport.

   • After delivering your KU device to the IT Help Desk for Splashtop remote access, see article: Splashtop - Connecting to a Remote Computer for complete information on getting set up and accessing your device.

7. If you are receiving a Travel Laptop, be ready to follow instructions for device pickup from the Anschutz Library IT Help Desk location for individualized setup and support.

While you are traveling and after your return:

1. Ensure you adhere to basic IT security best practices:

   1. Store your device in a secure location while traveling.

   2. Don't share your password.

   3. Don't let others use your device unattended.

   4. Lock your device's screen when unattended.

   5. Don't connect to unsecured Wi-Fi, such as Wi-Fi that doesn't require authentication on a splash page, doesn't have an user agreement, or doesn't require a password to access.

   6. Follow the guidance outlined within: KU IT Security's Travel Tips and KU GRS Foreign Travel Security Information

2. While traveling, access email and data via outlook.com and onedrive.com respectively, and keep all sensitive and confidential files in their cloud storage locations.

   • If you need to use the full app version of either program or any other software, use the Azure Virtual Desktop (AVD) connection on your international travel laptop.

3. While traveling, don't accept USB flash drives or other external drive media from others. Additionally, don't connect untrusted or unknown USB flash drives or other external media drives to any international travel laptop or KU device. 

   • Travelers are encouraged to use web-based OneDrive or AVD to access KU information, and the use of flash drives is not recommended; however, if a legitimate business case can be made for their use, apply for an exception per section "B. Definitions and Guidelines" guideline 4.

4. While traveling, if you need IT support or assistance, contact the IT Help Desk between 8:00 a.m. to 5:00 p.m. CT Monday through Friday, or the International After-Hours Support Line by calling 1-877-526-7278 for emergencies only.

5. Upon return, if you were issued an international travel laptop, check your email for Travel Laptop drop off instructions.

6. Upon return, if you remoted into your device via Splashtop, check your email for device pickup instructions.