Procedures to Follow
STEP 1: As Soon as Travel is Known
A. Register Travel Itinerary in the University International Travel Registry.
B. Complete the Travel Information. Registration is incomplete without this step.
- “YES” to questions regarding Export Control considerations alerts Export Control (EC)
- “YES” to questions regarding Federal Contracts or work on Military Bases alerts Risk Management (RM)
International Travel will provide risk assessments and routing of additional approvals for travel considered elevated risk.
STEP 2: At Least Thirty Days Prior to Travel
Submit an approved Travel Authorization (TA) to: FSO-Operations Travel Office, USB 402, PO BOX 210158
Interim International Travel Policy
Prior to departure all international travel must be approved
If travel is not approved, reimbursement of travel expenses is not guaranteed. It is the responsibility of the traveler to confirm that each of these steps is completed and that travel is approved prior to departure:
- Complete University International Travel registration (Itinerary and Travel Information).
- Travel Authorizations are received prior to travel departure.
- Approval by Export Control, if there are any export control requirements.
- Approval by Risk Management, if there are any additional insurance requirements.
- Approval by the Department Head/Director/Dean or Provost, if needed.
Any travel outside of the area indicated on the UA International Travel Registry is not included as official University business and occurs at the traveler’s own risk.
Travel to Mexico
When planning UA travel to Mexico, please take the following precautions:
- Register your travel as soon as possible, providing time for: risk assessment of the travel plans; safety recommendations for the trip, and; additional approvals, when necessary.
- Refer to the U.S. Department of State Mexico Travel Advice. If possible, limit, avoid, or defer travel to areas rated Level 3 (Reconsider Travel) or Level 4 (Do Not Travel). Anticipate additional approvals required for travel to these areas.
- Minimize driving. When driving is necessary, do so during daylight and to the greatest extent feasible, use only major roadways.
- If driving a University vehicle to Mexico, please contact Risk Management Services to request a Mexican Vehicle Insurance Packet.
- Students and employees must be allowed to opt out of travel if they wish and must be provided with an alternative to participation.
- In addition to travel registration, faculty, staff and students who are U.S. citizens are recommended to register with the U.S. Department of State Smart Traveler Enrollment Program (STEP). This free system provides timely alerts to travelers and allows Embassy staff to rapidly locate and contact travelers in the event of an emergency situation in the area being visited. The STEP program is available here.
Risk Management Considerations for International Travel
| Subject matter experts: International Travel/Risk Management – Updated: April 2023