Equipment & Resources
Travel Procedures for Faculty, Staff, and Students
These procedures apply to faculty, staff, or students traveling with U.T. equipment and to any RTF student traveling for the purpose of completing coursework whether they take RTF equipment with them or not.
1. Notify Linda Cavage or Hector Gonzales in Equipment Checkout IN WRITING if you are traveling further than 25 miles from the U.T. Austin campus WITH RTF EQUIPMENT. If you are traveling outside the 25 mile radius OR on an aircraft the MINIMUM notice is TEN (10) days in advance of your proposed checkout date. Please see #6 for international travel.
If you are traveling by vehicle within the contiguous United States and are not crossing over a large body of water (Lake Michigan for example) while doing so, all you need is the Travel Packet. You can pick one up in Equipment Checkout or download one from the RTF website http://rtf.utexas.edu/equipment/index.htm look under “FORMS”. You want the “Travel Forms”. Just a reminder, we need this completed and turned in to Equipment Checkout at least TEN (10) days in advance of your checkout. This paperwork is a requirement of the UT System.
2. IF you ARE traveling over a large body of water, NO MATER WHERE THAT BODY OF WATER IS, you will need an Ocean Cargo Form completed and turned in to Gloria Holder in CMA 6.118 no later than TEN (10) days in advance of your proposed checkout date. if traveling within the continental U.S, OR no later than THIRTY (30) days in advance of your proposed checkout date if traveling outside the continental U.S.. You can expect to pay additional insurance premiums with this form. The amount of additional insurance premiums will depend on the dollar value of the equipment you are taking with you. You can obtain the Ocean Cargo form in Equipment Checkout OR download one from the RTF website http://rtf.utexas.edu/equipment/index.html (Look under “Forms”.)
3. Are there any other forms I might need?
Yes. If you are taking non-students ADULTS with you, you will need a Liability Form called RELEASE AND INDEMNIFICATION AGREEMENT - Adult Non-Student
You can obtain these in Equipment Checkout OR download one from the RTF website
http://rtf.utexas.edu/equipment/index.htm look under “Forms” for “Non-STUDENT INDEMNITY FORM”.
If you are asking for a TRAVEL STIPEND
Faculty must contact Eric Vogler AT LEAST 21 days in advance
Grad Students must contact Stephanie Crouch AT LEAST 14 days in advance
If you are a STUDENT who is traveling outside the continental U.S. for the purpose of completing your coursework, you must complete a Liability Form. EVEN IF YOU ARE NOT TAKING U.T. PROPERTY WITH YOU.
4. Travel will be approved or disapproved.
Travel within the U.S. with no unusual circumstances is approved by Linda Cavage or Keefe Boerner.
International travel is approved by Keefe Boerner.
5. Penalty for travel without approval.
You can lose your equipment and facilities privileges for a period of time ranging from 2 weeks to forever.
You will owe RTF for any equipment that is seized when you enter or exit a country without a valid Carnet (or if you did not follow Carnet procedures).
6. International travel is allowed only by petition. Notify Linda Cavage or Hector Gonzales in Equipment Checkout IN WRITING. You must identify ALL locations, destinations, and any country that you travel to or through, and provide an equipment list a MINIMUM of THIRTY (30) days in advance of your checkout date. Travel MUST BE APPROVED and all required documents must be received BEFORE EQUIPMENT CAN BE CHECKED OUT. International travel MAY require a Carnet; depending on which countries you travel to or through. You must obtain the Carnet BEFORE you checkout equipment. In order to get the Carnet, you will need specific information from Equipment Checkout (serial numbers of equipment for example), so you must decide on your equipment before you obtain the Carnet.
What is a Carnet and why do you need one?
Carnets are international customs documents that simplify customs procedures for the temporary importation of various types of goods. There are two types of Carnets:
ATA Carnets ease the temporary importation of commercial samples (CS), professional equipment (PE), and goods for exhibitions and fairs (EF). They facilitate international business by avoiding extensive customs procedures, eliminating payment of duties and value-added taxes (minimum 20% in Europe, 27% in China), and replacing the purchase of temporary import bonds.
TECRO/AIT Carnets, used between the U.S. and Taiwan only, appear similar to, and serve the same function as the ATA Carnet. TECRO/AIT Carnets result from a bilateral agreement between the US and Taiwan, covering only commercial samples (CS), and professional equipment (PE).
Carnets save time, effort, and money. They:
May be used for unlimited exits from and entries into the U.S. and foreign countries (Carnets are valid for one year),
Are accepted in over 75 countries and territories,
****Eliminate value-added taxes (VAT), duties, and the posting of security normally required at the time of importation,
****Simplify customs procedures. Carnets allow a temporary exporter to use a single document for all customs transactions, make arrangements in advance, and at a predetermined cost,
****Facilitate reentry into the U.S. by eliminating the need to register the goods with U.S. Customs at the time of departure.
Items marked with **** are why RTF requires Carnets.
INDIVIDUALS are responsible for obtaining their Carnets in advance, paying for the Carnet, and following Carnet protocol. There are serious financial consequences for not following Carnet protocols, so pay attention to their instructions.
Which countries are Carnet countries? Because this list is subject to change without notice at any time, check here http://www.uscib.org/index.asp?documentID=1843
How much does a Carnet cost?
The cost is based on the dollar value of the equipment AND how soon you need to receive your Carnet.
http://www.uscib.org/index.asp?documentID=859
updated 7/09