International Travel

International travel includes any travel outside of the 50 States that comprise the United States of America. International travel includes travel to Canada, Mexico, and to U.S. territories and freely associated states.

All University Travelers participating in International University Travel should review University Policy 1.23 International Travel, Study Abroad, and Use of Technology Abroad.

All University faculty/staff must submit a Concur Travel Request, and receive approval, prior to international travel. Requests must be approved by 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, a U.S. carrier must be used in accordance with the Fly America Act. Any exceptions should be discussed with the Sponsored Programs Office prior to the purchase of the airline ticket.

International Travel Insurance

The University maintains two separate insurance coverages for employees traveling internationally on authorized University business: Foreign Travel Liability coverage and Business Travel Accident (BTA) coverage.

Foreign Travel Liability Coverage

Foreign Travel Liability coverage provides protection for personal injury and/or property damage to others, auto liability, and workers’ compensation (if eligible). This coverage does not include the cost of personal medical treatment or prescription medications, which should be covered under a personal health plan or supplemental travel medical insurance.

Business Travel Accident (BTA) Coverage

The Business Travel Accident (BTA) policy provides Accidental Death and Dismemberment (AD&D) coverage for eligible travelers. In addition, the policy provides access to travel assistance services through AIG Travel Assist. These services include Travel Security Assistance, Travel Medical Assistance, emergency medical evacuation, emergency family travel assistance, repatriation of remains, and concierge services to support travelers experiencing medical emergencies, security concerns, or other travel disruptions while abroad.

Coverage applies worldwide except within the United States (including its territories and possessions), Puerto Rico, and any country or jurisdiction subject to U.S. trade or economic sanctions.

Travel Guard Assistance Card

Travelers should print and carry a Travel Guard Assistance Card while traveling. The card includes important contact information, the University’s policy number, and a summary of available services.

Business Travel Accident (BTA) - Visa Letter Requests

If a visa requires proof of insurance coverage, employees should email risk@mtu.edu to request a BTA Visa Letter. Please include:

Traveler’s name exactly as it appears on passport
Traveler’s passport number
Travel start and end dates
Destination country or countries

University-Covered Expenses

International expenses include expenditures incurred for travel, meals, lodging, transportation, 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.

Procedure

Log into Concur.
Choose Request/ New Request.
Complete and submit request information, which would include:
1. Destination
2. Date of departure—business/professional travel
3. Date of return—business/professional travel
4. Purpose and benefits derived to the University (if charging a general fund index, justification is also needed)
5. Source of funds
Request is routed in Concur for appropriate approvals.