International Assignments

Requesting an International Assignment

International assignments apply to ASU employees whose work location is outside the United States and its territories, including employees who are telecommuting remotely from an international location. International assignments are subject to ASU preapproval and applicable employment, tax, legal, research, export-control, information-security, and travel requirements. 

Military bases located outside the US are considered US soil. Faculty/APs residing on these bases should submit a Flexible Work Arrangement (FWA) instead.

Employees interested in requesting an International Assignment should follow the steps below:

Step 1: Review applicable policies and guidance

FIN 420-08 – ASU Employees Working Outside of Arizona, including outside the United States.
 

ASU Knowledge Enterprise Research Administration International Travel Checklist identifies ASU’s countries of concern as including China (including Hong Kong and Macau), Iran, North Korea, Russia, Cuba, Syria and Venezuela. When traveling to countries of concern, please notify ASU’s Research Operations office at [email protected] prior to planning your trip. 

International Travel Guidance directs users to the federal government’s sanctions list, which can change.

Step 2: Discuss the assignment with your supervisor and unit leadership
Discuss the proposed location, dates, duties, funding source, and ASU business purpose with your supervisor and appropriate unit leadership.

Step 3: Complete The College IA Form (if applicable)

 Who must complete the form?
Required: Employees working/visiting outside of the US longer than 60 days.
Not required: Employees working/visiting outside of the US under 60 days (skip to Step 5). This under-60-day exception does not apply to faculty who live abroad and teach for fewer than 60 days, or faculty visiting a country of concern (see International Travel Checklist).

Instructions:

• Complete The College International Assignment (IA) Form.
• Work with the department business staff to obtain your Chair/Director approval.

• Department business staff will route the approved form to [email protected] to obtain Dean approval.

  • The approved form will be returned to the department business staff, who will then work with the employee to initiate the International Assignment (IA) request in Workday.

  • For new hires, pre-approval is submitted at this step on behalf of the department for Provost approval. This is required prior to processing the hire in Workday.

Step 4: Submit the Request in Workday

Before submitting, you must have completed your annual Information Security Awareness training.

Instructions:

• Initiate the appropriate “Create Request” task in Workday

  • International Assignment – Non-sponsored Funding

  • International Assignment – Sponsored Funding

• Complete questionnaire with clear and complete responses, matching details from the approved College IA form.

• Attach the fully approved College IA form.

• Attach supporting documentation, as required.

Completion certificate for your annual CITI Research Security (Combined) course. Training can be accessed through the CITI program at citiprogram.org. 
For information on how to set up an account in CITI see “CITI Training Instructions”.

Further processing:

• The International Assignment request will route to employee manager for approval, who will also be required to complete a short questionnaire regarding the assignment. 

• After manager approval, the request circulates for a variety of approvals based on details of the request (location, duration of stay, scope of work). This step can take a significant amount of time, so please plan accordingly.

• Once fully approved, the request will be routed back to department business staff to add an additional job assignment for the IA.

Employees cannot perform work for ASU while physically located outside the United States without an approved International Assignment.

Step 5: Complete a corresponding Trip Request in SAP Concur

Submit a corresponding My ASU TRIP/Concur request (standard request if funded; zero-dollar trip if not funded). The International Assignment approval does not replace the travel request, especially when university funding is used for travel.

Step 6: Complete a Notification of Consulting (if required)

If the international travel is consulting work, submit a Notification of Consulting form through the MyDisclosures system. See link to system and resources here: Provost Office NOC Page.