Dear Faculty and Staff,
Stony Brook is committed to the safety and security of our faculty and staff when traveling on University business. Our efforts to keep you safe and informed are key components of our Enterprise Risk Management (ERM) program and the driving force behind our updated University Travel Policy, which is now in effect (available here). This policy outlines the requirements for our community planning to travel as part of their role and/or responsibilities, supports streamlined pre-departure reviews, and provides enhanced resources that will help you stay protected while traveling.
KEY POLICY FEATURES
- Consistent with current practice, all international travel [whether using Research Foundation for SUNY (RF) or State funds] must have an approved request in Concur (available here) before making travel arrangements. A request in Concur is required for domestic travel when using RF IDC (but not when using external sponsored funds) or State funds.
- All other international travel not using the above funding sources (e.g. third party funded or not seeking reimbursement), must be registered in Concur’s new registry module prior to traveling. These requests will be reviewed by ERM. Please visit the FAQ page and training video to learn more about the registry. Note: This requirement will go into effect on December 1, 2023 in order to provide time for our community to acclimate.
- Finance & Administration employees are mandated to use the University's Travel Management Company, Direct Travel (DT). All others are strongly encouraged to book travel through DT.
- Faculty and staff planning to travel abroad with students must provide email notice to ERM at enterprise_risk_management@stonybrook.edu along with an itinerary and student roster. Faculty-led Study Abroad travel will continue to follow IAP procedures.
All travelers should consider health and safety risks when planning a trip. Starting this fall, international travelers will receive a detailed pre-departure safety briefing from ERM. This resource will help our community to prepare for a smooth and more secure experience. International travel insurance options for faculty, staff, and students are available through the RF and SUNY. Please email ERM for more information at enterprise_risk_managment@stonybrook.edu.
As a reminder, planned travel to embargoed countries designated by the U.S. Department of Treasury must obtain prior approval from the Director of Research Security in the Office of the Vice President for Research.
Thank you for your continued cooperation as we implement this updated policy and new practices. Your ongoing use of Concur, and willingness to embrace these safety initiatives, is what has made this all possible.
We also invite you to submit your questions and feedback on these updates by emailing enterprise_risk_management@stonybrook.edu.
Sincerely,
Jed M. Shivers
Senior Vice President
Finance & Administration
Lawrence Zacarese
Vice President for Enterprise Risk Management
Chief Security Officer
