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

2. 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

3. 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 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 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

4. 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 or placed in campus mail
Step Two: After receiving Pre-approval
Submit air and lodging information directly to the account
Once all information has been received full provost approval will be issued within 10 working days

5. 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 ed to
Step Three: After receiving Pre-approval
Submit air and lodging itinerary to
Once all information has been received full provost approval will be issued within 10 working days

6. Travel to Travel Warning Countries
All Travelers
Individual Students
Request Travel Warning Release form from
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 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
policy

7. 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.

8. Travel to CDC Level 2 & 3 Countries
Level 3 Warning Countries
Level 2 Alert Countries
Request CDC Release form from
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 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
Follow procedure as before
warning-policy/#-b-part-ii--centers-for-disease-control- -cdc--travel-notices--b-

9. 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 ( , )
The traveler may need a license. Follow his instructions.

10. 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

11. 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

12. 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)

13. 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 (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, or call , and we will direct you to the correct person.

14. Questions?