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  5. Completing Foreign Travel or Shipment Requests
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  2. Knowledge Base
  3. Asset Management
  4. Foreign Travel Requests and Off-Site Certifications
  5. Completing Foreign Travel or Shipment Requests

Completing Foreign Travel or Shipment Requests

Directive Statement

This directive establishes the proper methods completing a Foreign Travel or Shipment Request for capital assets or attractive property.  Any property that will be transported outside the United States must receive authorization prior to travel.

It can often take many months to receive an export license, especially if the equipment or country requires extra vetting, so please be sure to submit a Foreign Travel Request as soon as you are aware that an item will need to be taken or shipped outside the of United States.

Reason for Directive

The Foreign Travel Request is required to comply with government regulations and U.S. export laws regarding foreign travel with property.  Because U.S. export laws occasionally require an export license to take property to a specific country, UF directive requires that a Foreign Travel Request must be submitted before any UF-owned property can be taken outside of the United States.

Who must comply?

All University of Florida departments in possession of UF-owned property must comply with this directive.

Procedures

The person traveling or shipping the item is ultimately responsible for ensuring a travel request has been submitted and approved prior to travel, however, anyone with a Gatorlink account can follow the steps below to submit the travel request for the traveler.

For information on the Export Control Classification Number (ECCN) used in purchasing an asset that will leave the country or be used outside of the United States, please visit the Division of Research Compliance and Global Support.  Only the Property Custodian or Property Contact can update an ECCN.

  1. Complete an Off-Site Certification
  2. Complete a Foreign Travel or Shipment Request in myAssets
    1. If you will be taking multiple trips to different countries, submit them all on the same request, just make sure the dates cover the entirety of your travel period
  3. If the equipment, including a laptop computer, does not have a UF decal, please contact Asset Management at property@admin.ufl.edu or (352) 392-2556 to receive a UF decal number to be placed on the equipment
  4. When traveling with computers, no restricted data or restricted research can travel internationally without prior approval from Division of Research Compliance and Global Support
  5. Asset Management will review the information on the Foreign Travel or Shipment Request and either:
    1. Approve the request
    2. Refer the request to Division of Research Compliance and Global Support
  6. If approved, Asset Management will provide an authorization letter for the traveler establishing the ownership of the equipment.  This will assist the traveler in clearing the UF equipment through foreign and domestic customs
  7. If an export license is required, the traveler will be referred to the Division of Research Compliance and Global Support, who will provide further instructions if a license is required to take the item outside of the United States
  8. Before the traveler leaves the country:
    • Ensure a UF decal is on the item
    • Print and carry the authorization from Asset Management
    • Bring any documentation received from the Division of Research Compliance and Global Support
    • If available, print and carry a copy of the purchase invoice for the item

Definitions

Attractive Property

Attractive property is tangible personal property less than $5,000.  The University or the department wishes to track the property due to various reasons, including: contains sensitive data, prone to theft or loss, department is required or wishes to track the property.  myAssets is the tool used to track and identify Attractive Property.  Each department is responsible for tracking and identifying its attractive property.

Capital Assets

Capital assets, sometimes referred to as fixed assets, are resources of the university and are included on the University’s financial statements.  A capital asset is long-term property that UF owns and uses in fulfilling its mission and is not expected to be consumed within one year of acquisition.  The Asset Management module of myUfl contains the official property record of Capital Assets and is the data source for financial reporting for capitalized property.  The Asset Management Department is responsible for managing and maintaining these property records.

Departmental Contact

The Departmental Contact handles the day-to-day operations related to property.

Decal

Asset tag placed on capital assets, attractive property, and federal property.  Printed on the decal will be a unique tag number, used to identify the item, and a bar code.

Export Control Classification Number (ECCN)

The ECCN is an alpha-numeric classification code used by the Department of Commerce for export control purposes.  The ECCN is used to help determine if access to a particular item should be restricted or if a special license will be required before the item can be transported to a foreign country.  Vendors/manufacturers can supply the ECCN.

When purchasing new scientific or technical equipment the ECCN should be requested from the manufacturer and included in the description or comment field.  The ECCN will be required on any property item before it can be transported outside of the US.

Property Custodian

The University President has final responsibility for all capital assets that are in possession of the University.  Based on specific departments, this responsibility is delegated to the Vice Presidents, Deans, Directors or Chairpersons, or a Designee.  The person to whom this responsibility is assigned becomes the “Custodian” of the assets.  All Custodians must be a full-time EXEMPT employee with direct knowledge of the operations of the department.

Last Reviewed

05/01/2020: reviewed content

Resources

Attractive Property Management

Capital Asset Management

Current Property Custodians and Contacts

Foreign Travel or Shipment Request

UF Export Control Compliance Program Guidelines

UF’s Space Tracking & Reporting System

Toolkits

UF HR Toolkit – Asset Management

Contacts

Asset Management: (352) 392-2556

Division of Research Compliance & Global Support: (352) 392-9174

UF Help Desk: (352) 392-HELP

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