Dear Colleagues, 

Please pay special attention to the information below as it relates to important information concerning university-related international travel and travel reimbursement:

If you are a Ball State faculty, graduate student, or staff member and are planning to travel abroad for university-related or -funded activities, please be aware of the requirement to register your travel with Risk Management by completing the International Travel Authorization in Terra Dotta.  You can access Terra Dotta in the additional tools section of (quick tip, use ctrl+f to find it on the page!).  Our policy states that your ability to have international travel expenses reimbursed requires you to receive pre-approval through registering in both Terra Dotta and Chrome River well in advance of travel.  The institution takes your safety seriously, and if you travel for any university-related reasons, even if not seeking reimbursement, you must first receive pre-approval.  

Determine whether the travel falls under the Ball State University Travel Policy, Chapter 4.  If the answer is “yes” to any of the following, the policy applies:

  • I am personally paying for travel to an international conference, performance, research site, or any activity related to my BSU role
  • I am giving a presentation at an international venue and the organizer is covering expenses
  • Travel is funded by BSU
  • Travel is funded by a grant
  • Travel includes vacation before and/or after the BSU-related travel
  • Travel is on a Fulbright (or other fellowship) or for other special assigned leave
    Travel is during the summer (when faculty are not under contract) and is BSU-related
  • For any other category in the Ball State University Travel Policy, Chapter 4           

If your travel qualifies, registration must be completed at least 45 days in advance when requesting travel to a Level 3 destination assigned by the U.S. Department of State (reach out to us if you find out about travel in under 45 days to discuss your options).  Register at least one week before the scheduled departure for all other travel to Level 1 or Level 2 countries. 

The registration requirement is outlined more fully under Ball State University Travel Policy, Chapter 4 which applies to all international travel associated with the institution.  For more information regarding international travel, you are welcome to visit the International Travel Registration FAQ page. Please, reach out with questions to me or to:

Thank you,

Stephanie L. Simon-Dack
Vice Provost for Research
Professor of Psychological Science

Share article to: