Office of Study Abroad and International Travel Virginia Hosono, Director Rebecca Dixon, Program Coordinator

International Travel- Overview Faculty/Staff & Faculty-led groups Graduate & undergraduate Students Three Step Process for Countries NOT on the U.S. State Department Travel Warning, CDC Level 2 & 3 Alert , or U.S. Department of the Treasury Sanctions Lists Step One: Forms Step Two: Pre-approval Step Three: Full approval Two Step Process for Countries NOT on the U.S. State Department Travel Warning, CDC Level 2 & 3 Alert, or U.S. Department of the Treasury Sanctions Lists Step One: Pre-approval Full Approval

Faculty & Staff Travel Procedures Step One: Forms Complete forms found on the Provost International Travel Page– Please ensure all areas are completed and appropriate signatures have been obtained: Department Chair and Dean School of Music Dean Designees: Associate Dean Naomi Oliphant & Assistant Dean Krista Wallace-Boaz Step Two: Pre-approval Enter travel authorization through T&E system 20 working days in advance of trip Attach forms from step one Attach Price QUOTES for lodging and airfare (DO NOT PURCHASE AT THIS TIME) Step Three: After receiving Pre-approval If itinerary and lodging quote is purchased, please indicate by return email and full approval will be given When the itinerary is different than the original quote attached to the T&E system, submit updated air and lodging information directly to the fasit@louisville.edu account Once all information has been received full provost approval will be issued within 10 working days These forms are Request for Authorization of Out-of-Country Travel form; Release and Assumption of Risk form; Overseas Emergency Information Sheet (submitted once and no need to resubmit unless information has changed); University of Louisville Travel Certification form Signatures: Faculty travel: Dean Designee

Student International Travel for non-study abroad purposes Step One: Pre-approval (submit paperwork 20 working days in advance) Submit forms found on non-study abroad student page along with a passport copy to the Office of International Travel (sample passport link on this page) Please ensure all areas are completed and appropriate signatures have been obtained: Department Chair and Dean These forms may be submitted via scanned copy to fasit@louisville.edu or placed in campus mail Step Two: After receiving Pre-approval Submit air and lodging information directly to the fasit@louisville.edu account Once all information has been received full provost approval will be issued within 10 working days http://louisville.edu/studyabroad/resources/undergraduate-and-graduate-students-traveling-internationally-for-non-credit

Faculty-led group trips Step One: Forms Each traveler must complete forms found on the Group Trip page pertaining to their role Faculty lead should complete the Group Trip spreadsheet and the CISI spreadsheet Step Two: Pre-approval Group Leader: enter travel authorization through T&E system 20 working days in advance of trip Student paperwork should be dropped off in the International Center The Group Trip Spreadsheet and CISI spreadsheet should be emailed to fasit@louisville.edu Step Three: After receiving Pre-approval Submit air and lodging itinerary to fasit@louisville.edu Once all information has been received full provost approval will be issued within 10 working days

Travel to Travel Warning Countries All Travelers Individual Students Request Travel Warning Release form from fasit@louisville.edu Traveler provides a statement explaining the value of the trip and how risks will be mitigated The Dean must include a brief statement of support in addition to signing the Request form Submit all forms to the T&E system 30-40 days in advance DO NOT purchase airfare or make lodging arrangements before pre-approval is received. 5. Full Provost approval will be received after approval from the Travel Warning Committee and all travel arrangements are received. Individual Student travelers must complete steps in the “all travelers” section plus: A statement from their faculty sponsor stating how risk will be mitigated and how this fits a particular academic need Student are NOT be permitted to travel to a country where the U.S. Department of State has issued a “defer all but non- essential travel” warning http://louisville.edu/studyabroad/policies/travel-warning- policy

Language of Travel Warnings “Exercise Caution” “Recommends that US citizens carefully consider risks,” “exercise extreme caution” “Warns against travel”, “Warns of risks, threats” “Strongly urges U.S. citizens to avoid all travel,” “Warns of threats from terrorist groups” “Defer non-essential travel,” “Avoid unnecessary travel,” “Avoid all non-essential travel”, “Warns against all non-essential travel” Disclaimer: Language is not inclusive; it is an overview only. Risks should be carefully evaluated regardless of the level above.

Travel to CDC Level 2 & 3 Countries Level 3 Warning Countries Level 2 Alert Countries Request CDC Release form from fasit@louisville.edu Traveler provides a statement explaining the value of the trip and how risks will be mitigated The Dean must include a brief statement of support Submit all forms to the T&E system 30-40 days in advance DO NOT purchase airfare or make lodging arrangements before pre-approval is received. 5. Full Provost approval will be received after approval from the Travel Warning Committee and all travel arrangements are received. Students are not permitted to travel to CDC Level 3 countries at any time. Request CDC release form from fasit@louisville.edu Follow procedure as before http://louisville.edu/studyabroad/policies/travel- warning-policy/#-b-part-ii--centers-for-disease-control- -cdc--travel-notices--b-

Travel to Countries on the Sanctions list Faculty and Staff Students Unless there is a proven academic need, students are not permitted to travel to countries on the U.S. Treasury Department’s sanctions list Contact Will Metcalf (502-852-1708, wametc01@exchange.louisville.edu ) The traveler may need a license. Follow his instructions.

International Travel Insurance: CISI All international travelers are required by the Provost to purchase international travel insurance. The membership price is only available at the office. Full coverage :$16.95 per week How to pay: Faculty/Staff: Online form on the Provost International Travel page Students: Cardinal Card Faculty-led group trips: IUT/JV

CISI: Overview of coverage $250,000 in medical coverage per accident or illness (current coverage is $25,000 at basic level $39 per year) $250,000 for pre-existing conditions Expenses for alcohol and drugs issues are covered Travel documentation replacement including prescription coverage is included 10 outpatient visits for mental health conditions up to $250,000 Trip cancellation and trip delay Security evacuation up to $100,000 including coverage for “soft” triggers (feeling unsafe because of an incident in another location, happened to someone else on the trip, etc.) Current plan requires an upgrade for this coverage and does not include soft triggers. Price includes tracker and phone app at no additional cost for times of crisis and concern (not presently included but can purchase for an additional cost per traveler) Provides personalized pre-departure advise on medications, on-site hospitals, and English speaking physicians abroad

Most common hold-ups for approval Missing signatures Incorrect signatures Unauthorized signatures No witness signature on Assumption of Risk form Missing forms Altered forms Missing travel warning or CDC documentation (where applicable) No insurance Passport page not signed or expires within 6 months of travel (students only)

Who should I contact? Rebecca Dixon- Forms, general procedure, “why hasn’t my trip been approved yet?” Melissa Lee- Insurance registration Virginia Hosono- Insurance coverage, Travel Warning countries, general planning resources, problems while abroad Debbie Saylor or Acctspay@louisville.edu (Controller’s Office)- Reimbursement, finances, T&E module Will Metcalf (Export Control) – Travel to countries on the Department of the Treasury’s Sanctions list When in doubt, email fasit@louisville.edu or call 852-0374, and we will direct you to the correct person.

Questions?