If you are offered IRL-NPA support, please follow the timeline below to ensure compliance with all policies and procedures.
Quick Reference Timeline:
| Time | Action Item |
| 8–6 Weeks | Initial Contact (please fill out the visitor information form) & Confirmation of Support (directly by IRL-NPA). |
| 6 Weeks | The latest moment to provide the required information (visitor information form). |
| 5 Weeks | We’ll work on your visit approval and logistics. |
| 4 Weeks | We’ll book (or help you book) your supported travel. |
Note: International travel requires longer lead times for export control and Concur approvals.
Timeline/ details:
- Support approval and Initiation (8–6 Weeks Out):
Contact Approved Visitor: Reach out to the individual approved for IRL-NPA support.
-> Confirm the visit dates and purpose, and obtain the information required for export control clearance.
-> Data Collection: Gather the necessary information for the Visitor Approval Form (VAF) and Export Control review (the visitor should fill out the visitor information form and send it to the IRL-NPA).
- Compliance & Documentation (6 Weeks Out):
Document Preparation: Create the VAF packet, including the visitor’s CV and the Restricted Party Screening (RPS).
Routing: Route the VAF, CV, and RPS for official approval.
-> No travel funds can be committed until this phase is marked “Complete”.
- Financial Authorization (5 Weeks Out):
Concur Travel Request: Create the travel request in Concur (after VAF is complete).
-> International Travel: Be aware that international visitors require additional approval layers within Concur. Submit these as early as possible (4–5 weeks prior) to avoid booking delays.
- Bookings & Reservations (4 Weeks Out):
Confirm the Concur request has been fully approved.
Reservations: Book airfare, lodging, ground travel, meal tickets, etc.
MSU Travel Policy Reminder: All airfare must be booked at least 21 days before the travel date to ensure policy compliance and cost-effectiveness.