International students travelling outside Chinese mainland for an academic purpose—including conferences, research visits, collaborative projects, exchange activities, and travel to Hong Kong, Macao or Taiwan—must obtain University approval before departure.

This requirement applies regardless of the student's nationality, passport type, funding source or whether the destination offers visa-free entry.

Travel undertaken without prior approval may not be eligible for University reimbursement.

Apply Before You Travel

Submit an online Application for Overseas Travel on Official Business through:

MySJTU

Service Hall → International Exchange → Overseas Travel → Application for Overseas Travel on Official Business

Applications should normally be submitted:

• at least 15 working days before departure; or
• at least 30 working days before departure for travel to Taiwan.

Allow additional time if the destination visa or entry permit may take longer to obtain. SJTU's official student travel procedure requires students to complete the internal approval process before arranging the relevant travel documents, and travel to Taiwan follows an additional approval procedure.

Application Materials

Prepare the materials required by the online system and TDLI, which may include:

• an invitation letter or conference acceptance letter;
• the proposed travel dates and itinerary;
• the Travel Request Form; and
• the Acknowledgement Letter.

Download templates:

Downloads for Business Travel Application

Extraction code: eq5y

Students travelling as part of the same group or project should confirm with the TDLI foreign affairs coordinator whether they should submit jointly or separately.

Passport, Visa and Entry Documents

Use your own ordinary passport and arrange any required visa, entry permit or other destination document yourself after the University travel application has been approved.

Before booking travel, check:

• the validity of your passport;
• the visa or entry requirements of every destination;
• transit-visa requirements;
• entry requirements for Hong Kong, Macao or Taiwan, where applicable; and
• whether your Chinese visa or residence permit will remain valid for your return to Chinese mainland.

Visa-free entry does not remove the requirement to complete the University's internal approval procedure.

Follow the Approved Itinerary

The actual trip must remain consistent with the approved application, including:

• travel dates;
• destination countries or regions;
• cities and route;
• purpose and academic activities;
• funding source; and
• members of the travelling group.

Do not add destinations, extend the trip, change the route or include unrelated personal travel without approval.

If the dates, destinations, itinerary, task, funding source or group members change before departure, submit an Amendment to the Approved Overseas Travel Application through MySJTU and complete the amendment approval before travelling.

SJTU requires approved travellers to follow the authorized itinerary. Where a change is necessary, it should be approved before departure; students should retain evidence of unavoidable changes caused by flight disruption, emergencies, severe weather or similar circumstances.

If the Trip Is Cancelled

If you do not travel after receiving approval, you must still open the corresponding Overseas Travel Summary and Reimbursement Application in MySJTU and select the option indicating that the trip did not take place.

Complete the cancellation process before submitting a new overseas travel application. SJTU’s system requires the previous travel record to be closed even when no reimbursement is requested.

After Returning to China

After completing the trip, promptly submit the Overseas Travel Summary and Reimbursement Application through MySJTU.

You may be required to provide:

• a brief travel or academic-visit report;
• flight itineraries, tickets and payment records;
• accommodation invoices;
• conference-registration receipts;
• visa, insurance and transportation receipts; and
• supporting documents for any unavoidable itinerary changes.

Reimbursement must be based on the approved travel dates, destinations, route, purpose and funding source. Expenses arising from unapproved travel or activities outside the approved scope may not be reimbursed.

After completing the travel summary, contact the assistant of your research division or research group for support with the reimbursement procedure. SJTU's student travel guidance also directs students to complete the overseas travel summary and reimbursement process after returning.

Important Reminders

• Obtain approval before purchasing non-refundable travel arrangements where possible.
• Keep copies of your passport, destination visa and Chinese residence permit separately from the originals.
• Retain all original receipts, invoices, payment records and travel documents.
• Check that your Chinese residence permit remains valid for re-entry.
• Follow the latest instructions displayed in MySJTU and on the SJTU Exit-Entry Management and Service Center website, as procedures and documentation requirements may change.