FAQ

General

What is the TSN?
What system should I use TSN vs. EA?
What does traveling on Penn State business or for Penn State purposes mean?
Who should use the TSN?
Can someone else record my travel for me?
Are students responsible for their own travel record?
Why must I record my travel in the TSN database?
Is the TSN database only for International Trips?
How do I login to the TSN Database to record my travel?
What information do I need to complete my record?

What is the TSN?

The Travel Safety Network (TSN) is a system of offices at Penn State involved with preparing faculty, staff and students for international travel, recording travel information, and assisting travelers when needed. The Travel Safety Network comprises the Student Affairs Office, University Risk Management Office, Export Compliance Office, Global Travel Safety, Education Abroad and others. Penn State travelers record their travel with the Travel Safety Network.

What system should I use TSN vs. EA?

Embedded, Faculty-led, and other programs traditionally completed through Education Abroad will still go through the online education abroad application system. All other travel is recorded in the Travel Safety Network database. If you are unsure of which system to use, call: 814-863-8788.

What does traveling on Penn State business or for Penn State purposes mean?

Travel for university purposes is defined as any travel paid for by the University or completed within the context of employment with the University. This includes travel to conferences, meetings, guest lecture opportunities, as well as research funded, facilitated, or supported by the University. Other examples include travel to participate in performances, competitions, co-curricular activities, etc. by or with a student organization or group. This also includes travel for sponsored projects. Personal travel is not University supported and where University employment is not relevant to the activity.

Who should use the TSN?

As of July 1, 2016, all Penn State students, faculty, staff and other affiliated academics traveling to international destinations are required to record their travel with the Travel Safety Network.

Education Abroad's database is part of the Travel Safety Network. All international travelers should use either the Education Abroad or TSN database to record travel plans.The TSN database is typically for non-credit travel, but there are exceptions. If you are unsure of which system to use, call: 814-863-8788.

Can someone else record my travel for me? 

Are students responsible for their own travel record?

Why must I record my travel in the TSN database?

Recording travel benefits each traveler by:

  1. Ensuring compliance with U.S. export laws and regulations
  2. Providing pre-departure assistance and information
  3. Facilitating communication in the event of an emergency.

Is the TSN database only for International Trips?

Individuals use of the TSN database is only required for international travel, or travel which combines both international and domestic travel.  International travel does not include travel to any U.S. locations, including any travel to U.S. overseas locations (Alaska, Hawaii, American Samoa, Guam, Midway Islands, Northern Mariana Islands, Puerto Rico, Virgin Islands (U.S.), and Wake Island).

Group travel to any country or territory outside the continental U.S. and other U.S.  Overseas locations is required to be recorded in TSN.

How do I login to the TSN Database to record my travel?

To Access the TSN database visit the TSN webpage (tsn.psu.edu) and log in with your Penn State Access ID.

If you do not have a Penn State Access ID, please email the Travel Safety Network for assistance.

What information do I need to complete my record?

  • Addresses of all the destinations on your itinerary
  • Flight Information
  • Passport information
  • Primary purpose of travel
  • Information on what you will be taking

 

Technical Issues

How do I contact the Travel Safety Network?
I don't have a Penn State Access ID, How do I record my travel?
My name/address is incorrect, what do I do?
I received an error message and cannot continue, what do I do?
I'm having another technical issue with the TSN system?

How do I contact the Travel Safety Network?

The Travel Safety Network is a collective of people accross the University.

The Global Travel Safety Office who manages the TSN system may be reached via e-mail at tsn@psu.edu or by phone 814-863-8788, and will direct you to the correct area if they cannot directly assist you.

Visit our Contact Us page for additional contact information.

I don't have a Penn State Access ID, How do I record my travel?

If you do not have a Penn State Access ID, please email the Travel Safety Network for assistance.

My name/address is incorrect, what do I do?

Please make sure that you have updated your name with the University (ESSIC for Employees or Lionpath for Students). Employees who have been students should make certain both ESSIC and Elion have updated information. If you updated your name with the University, please send an email to the Travel Safety Network with your correction.

I received an error message and cannot continue, what do I do?

Please check that you are using the latest version of your browser and/or try using a different browser (Firefox works best). If you are still receiving an error message, please take a screen shot and email the screenshot to the Travel Safety Network.Visit our Contact Us page for additional contact information.

I'm having another technical issue with the TSN system?

The Global Travel Safety Office who manages the TSN system may be reached via e-mail at tsn@psu.edu or by phone 814-863-8788, and will direct you to the correct area if they cannot directly assist you.

Visit our Contact Us page for additional contact information.

Recording or Editing a Travel Record

How do I login to the TSN Database
Can someone else record my travel for me?
When should I record my trip
I’m going on multiple trips can I use one log to record them
My location isn't in the system
Can I enter partial trip information?
How do I edit or update an existing record
How do I know my record is complete

What system should I use TSN vs. EA? {Link to General}

How do I login to the TSN Database to record my travel?

To Access the TSN database visit the TSN webpage (tsn.psu.edu) and log in with your Penn State Access ID.

If you do not have a Penn State Access ID, please email the Travel Safety Network for assistance.

Can someone else record my travel for me?

At this time, the system does not support proxy entries. 

When should I record my trip?

We encourage travelers to create a record of their travel in the TSN system as soon as they make their initial plans and come back to update it as their plans evolve.  Records to countries which a Restricted Travel Petition should begin at least 45-60 days prior to departure. The Restricted Travel Petition Process can take between 2-6 weeks.

Complete travel enrollment information must be submitted not less than 30 days prior to travel.  TSN data should be updated as the traveler’s itinerary changes.

If the decision to travel is made less than 30 days prior to departure and you submit a record less than 30 days prior to departure you should notify the Global Travel Safety Office via e-mail: tsn@psu.edu, so they can expedite your travel review.

I’m going on multiple trips can I use one log to record them?

It is necessary to log each individual trip. A trip is considered leaving the US and returning to the US. Multiple events; i.e. travel, return home, travel again, require separate entries.

My location isn't in the system, how can I add it?

Please call 814-863-8788 to have them add the location, they can often do this while you are on the phone. If you are entering your record after office hours you can leave a message or send an email to tsn@psu.edu to have the location added the next business day.

Can I enter partial trip information?

Yes. Enter as much information as you have for a given trip; save it, and return to update it later.

Click on “Submit” once all your information on a given form is completed. You will not be able to edit submitted forms. If you need to update information that has been submitted please email the Travel Safety Network with the updated information.

How do I edit or update an existing record?

Choose the “Return to an existing record” link on the tsn.psu.edu page, and then choose the registration on the left you wish to update. Contact us to request a Step-by-Step Guide on how to return to a record.

If you have submitted a form and need to make a change, e-mail tsn@psu.edu with a request to release the form for editing.

How do I know my record is complete?

Travel records are complete when all entries under the “Forms” and “Signature Documents” sections have been marked complete with a check mark or the annotation “N/A”.

If any component of your travel record requires additional follow-up or review, you will be contacted when your travel review is being completed.

Travelers will receive an e-mail confirmation to retain for their records. These are generated weekly to travelers based on their date of travel. Based on the number of travel records received for the review period Travelers should generally receive this confirmation one week prior to their departure date.

My trip was canceled what do I do?

Please e-mail tsn@psu.edu with a request to cancel. We will remove the record from the system. If your trip is reinstate later you can contact us and we may be able to reinstate your record so you do not need to complete another one.

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Special Travel Types

I have submitted a Restricted Travel Petition, now what?

Your petition will be reviewed by the International Restricted Travel Committee (IRTC).  You will receive an email notification from the Travel Safety Network once a decision is reached.  The review process can take 2-6 weeks. If approved you will have addtitional items to complete in the TSN system. These additional items should be completed 30 days prior to your departure.

I'm traveling on Sabbatical how do I record my trips?

Your initial trip trip should be entered into the TSN system. Any updates to your trip should be emailed to the Global Travel Safety Office. If you return to the US on during your trip, you will need to complete an additional trip in the TSN system.

TSN Confirmation Receipts

What is the difference between an Approval and the Travel Confirmation Receipt?
When will I get my Travel Confirmation Receipt?
I submitted my Travel Record but I haven't gotten a receipt?
I submitted my Travel Record less than 14 days prior to my departure?
I don’t need to be reimbursed, do I have to use the TSN database?
Do I have to have a travel confirmation receipt?
I traveled on a Group trip, how do I get my receipt?

What is the difference between an Approval and the Travel Confirmation Receipt?

The University will only reimburse travel with a confirmation that the traveler has completed the requisite items in the TSN. This requires a  review the record of travel. Travel records are reviewed one week prior to the departure date unless requested to expedite due to an extenuating circumstance by via e-mailing the Global Travel Safety Office or phone: 814-863-8788.

For Students:

Approval to Travel is different based on the type of travel being conducted. Please contact the Global Travel Safety office with any questions.

For Individual travel, travel is approved automatically for all travel that is not restricted once all TSN requirements are completed.

The confirmation receipt is provided to show that all items required by the University for travel have been reviewed by the various departments across the University that may need to do so and that the record is complete. This is not an automateed process. The review occurs one week prior to the departure date.

For Faculty/Staff:

The TSN system is simply a record of travel (not an approval process), and the confirmation receipt is provided to show that all items required by the University for travel have been manually reviewed by the various departments across the University that may need to do so and that the record is complete.

A faculty/staff traveler can choose to travel regardless of the TSN processes. Even in the case where the location is restricted, the traveler can choose to go independent of the Universities agreement of support. So all faculty/staff travel is considered "approved".  Please Note: Restricted travel will only be reimbursed if it has been approved.

When will I get my Travel Confirmation Receipt?

The University will only reimburse travel with a confirmation that the traveler has completed the requisite items in the TSN. This requires a  review the record of travel. Travel records are reviewed one week prior to the departure date unless requested to expedite due to an extenuating circumstance by via e-mailing the Global Travel Safety Office or phone: 814-863-8788.

I submitted my Travel Record but I haven't gotten a receipt?

If you havn't received a travel confirmation receipt within one week of your departure date please check to ensure you record is complete and then contact the Global Travel Safety Office.

I submitted my Travel Record less than 14 days prior to my departure?

Please email the Global Travel Safety Office to expedite your travel review.

I don’t need to be reimbursed, do I have to use the TSN database?

As of July 1, 2016, all University Affiliated International Travel, regardless of the funding source, including individuals and groups of students participating in for-credit academic study-abroad experiences is to be recorded with the Travel Safety Network.

Do I have to have a travel confirmation receipt?

All University Affiliated travel is required to be recorded with the Travel Safety Network, and a confirmation receipt will be issued. Most departments across the University have choosen to confirm that your travel has been recorded by requiring you to upload a copy with your ERS or reimbursement request. 

I traveled on a Group trip, how do I get my receipt?

The Trip Leader will be sent a receipt for the group, with a listing of approved participants. The individual travelers will not be sent individual receipts. The group participants should receive copies from the trip leader for their individual purposes.

Group Travel

Group travel to any country or territory outside the continental U.S. and other U.S. Overseas locations is required to be recorded with the Travel Safety Network.

In the TSN system this type of record is for travel of recognized student organizations and other non-credit, university sponsored group travel. Faculty, staff, and graduate assistants planning a trip with a group of more than 2 students should choose the Group Administration option.

There are multiple types of Group Travel.

Participants on a trip will have individual requirements to complete in the TSN system once the program has been approved and the Roster has been submitted by the trip leader. Participants should not initiate their own record in the TSN system.

Upon completion of the TSN process the trip leader will receive a TSN confirmation email that the travel record is complete, with a list of approved participants. 

 

 

 

 

 

 

Students Concerns

Are students responsible for their own travel record?

Students are responsible for recording themselves, unless advised by their program that their record has been completed for them. If student information is entered by program administrators, each student will receive an email confirmation of the completed record.

What is the difference between group participation and an individual record?

Group Participants will recieve an e-mail from the TSN database indicating that a record has been started for them. These records are tied to a specific program name, and to the group management site. Some participants on the trip may have a supervisory component. The requirements for these trips may be different from those on an individual trip record.

Individual Records are for students, faculty, or staff travelling for University purposes (e.g. conference attendance, presentation, volunteer service, or research) where they are traveling either by themselves or together but without a supervisory component. In instances where the individuals are traveling together they are may/may not be arriving/departing at similar times. The agenda's may/may not be the same.

If you are unsure about which type of traveler you are please contact the Global Travel Safety Office at 814-863-8788. 

My parents have concerns about my safety while studying abroad. Who should they contact?

We encourage students to communicate directly with family members.   However, in an emergency or crisis the TSN staff will use their best judgment in informing parents, respecting all privacy laws.

Why do I have to buy travel insurance?

Penn State’s International Insurance Policy coverage provides:

  • Evacuation for political, medical, and natural disasters.
  • Guarantee of payment for healthcare emergencies overseas
  • Access to travel resources regarding healthcare and current events