International Travel

International travel includes any travel on University business outside of the United States, Guam, Puerto Rico, Virgin Islands, American Samoa, Northern Mariana Islands, and Canada.

All international travel must have prior approval of the department chair/director or the next higher level of authority. Flight information and contact information abroad (telephone numbers and addresses) must be provided to the approving individual prior to departure.

If travel is being charged to a federally sponsored project, it is required that a U.S. carrier be used (Fly America Act). Any exceptions to the Fly America Act should be discussed with the Sponsored Programs Office prior to the purchase of the airline ticket.

International Travel Insurance

Liability coverage is available to employees traveling internationally on University business. This coverage does not include the costs of medication or health care, which should be covered separately by a health care plan or temporary additional insurance. The coverage is limited to general liability, which provides coverage for personal injury and/or property damage to others, auto liability, workers’ compensation (if eligible), and some medical assistance coverage that is not available through Aetna. This coverage includes accidental death and dismemberment, emergency medical evacuation, emergency family travel assistance, and repatriation of remains.

For coverage to apply, an International Travel Request form must be on file with the Office of Risk Management, 316 Lakeshore Center, prior to departure. If the form is not received prior to traveling, this coverage may not apply.

Travel Guard Card

AIG Travel Assist provides medical, personal, and travel assistance services for individuals traveling to foreign countries. Please print a copy of the Travel Assist brochure which includes the Travel Assist ID card that provides contact information and the University’s policy number. A list of services offered is included in the brochure. Coverage applies to anywhere in the world, except in the United States (including its territories and possession), Puerto Rico, or any country or jurisdiction that is subject to trade or economic sanctions imposed by the laws or regulations of the United States.

University-Covered Expenses

International expenses include expenditures incurred for travel, meals, lodging, transportation, passport fees, exchange rate fees, and other items necessary for the conduct of University business.

Ordinarily, general fund indexes cannot be charged for international travel. Any exception must be approved by the appropriate Vice President prior to travel. The source of the currency exchange rate used to complete the Travel Expense Voucher (such as the date, bank, or website used) must be indicated on the voucher. OANDA is a recommended currency converter. If travel exceeds two weeks, a spreadsheet including conversions (with additional corresponding receipts) should be attached.

Procedure

  1. Prepare an International Travel Request form prior to departure, providing the following information:
    1. Identification number of the traveler
    2. Destination
    3. Date of departure—business/professional travel
    4. Date of return—business/professional travel
    5. Purpose and benefits derived to the University (if charging a general fund index, justification is also needed)
    6. Source of funds
  2. Obtain appropriate signatures: department chair/director or next higher level of authority. When a General Fund index is charged, appropriate Vice President approval is also required.
  3. Submit the completed form to the Office of Risk Management, 316 Lakeshore Center.