Guidelines for International Travel Management


The following is intended to be used as a check-list for group travel planning and management. List items should be considered but may not be applicable. Forms are available through Risk Management Services.

For more travel information, visit the U.S. Department of State

See: Road Accidents Are the Greatest Danger Travelers Face Abroad

Preliminary Planning and Actions

  • Trip itinerary has been fully identified.
  • Availability of all transportation required (common carriers and chartered) has been verified.
  • Emergency alternative carriers and providers have been identified.
  • Availability of all required lodging and other planned service providers has been verified.
  • American Disabilities Act (ADA) requirements have been met as applicable.
  • Lodging and transportation arrangements conform to acceptable safety standards and verified by knowledgeable person(s).
  • Contracts (or terms) of carriers and providers have been approved and secured.
  • Most recent State Department Consular Information Sheets, Public Announcements and Travel Warnings have been reviewed.
  • The need for Emergency Medical Evacuation insurance has been evaluated.
  • All necessary visas have been identified and preparations made to obtain them.
  • Deviations in final plans from advance brochures and advertisements have been identified.


Informing Participants

Participants have been informed of:

  • Complete itinerary and anticipated costs.
  • All changes from advance brochures and advertisements.
  • Possibilities for and consequences of trip cancellation or interruption.
  • Health concerns per CDC information releases.
  • Immunizations required and recommended.
  • State Department's Consular Information concerning each destination and intended routes:
    • Entry requirements
    • Crime and security
    • State Department's Consular Information concerning each destination and intended routes for: a) Currency regulations; b) Political stability; c) Other significant risks disclosed
  • Currency exchange rates (recent).
  • General health, safety and security tips.
  • Cultural differences and health and safety tips specific to itinerary locations including food and drinking water warnings.
  • Names, address and telephone numbers of contact persons in countries on itinerary at Utah State University.
  • Address and phone number of U.S. Embassies for countries on itinerary.
  • Insurance coverage required or recommended (medical, evacuation, trip interruption, baggage loss, etc.)
  • University's limited responsibilities and restricted liability.
  • Need for International Drivers License if participant's driving is planned.
  • Instructions for what to do if separated from group.

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Participant Documentation

The following information has been obtained from each participant as applicable:

  • Names of relatives or other persons to contact in case of an emergency.
  • Medical Insurance policy number and carrier name and address.
  • Signed Release of Liability and Parental Consent forms (if a minor).
  • A copy of the Certification of immunizations.
  • Copies of all required passports and visas .
  • Any medical conditions, allergies, medications, etc. that may need special attention in an emergency and instructions.

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Monitoring Travel

The following arrangements are in place:

  • 24-hour primary and backup campus contacts for each trip.
  • Names and addresses of contact persons for each planned destination on the itinerary .
  • Plans for interim communicative contact(s) when the duration of the trip or the itinerary warrants updates.
  • Agreement on criteria that may warrant termination of the trip.

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International Medical Evacuation and Repatriation Insurance Program for USU Employees

USU employees who work overseas are medically insured by the University's Blue Cross/Blue Shield health plan covering basic medical expenses at non-participating rates (see Employee Benefit booklet). However, emergency evacuation in order to obtain appropriate medical treatment is not covered and may become the expense of the individual traveler. As a protection to the employee and the University, a supplemental medical insurance is available that covers emergency evacuation and transportation to a reputable medical facility. This insurance will arrange and pay for emergency medical evacuation to the nearest facility capable of providing appropriate care. All evacuations, returns to residence after stabilization and/or repatriations of mortal remains are included in the coverage.

Supplemental services include:

  • Emergency medical transportation and evacuation as deemed medically necessary
  • Repatriation of mortal remains
  • Medical referral and worldwide information assistance
  • Assistance in locating local and appropriate medical care and legal referral assistance
  • Hospital deposit and emergency cash advance or emergency transfer of funds
  • Emergency medication and blood transfers delivered
  • Close monitoring of treatment by multilingual coordinators and regional medical advisors
  • Travel assistance for hospitalized member and dependents
  • Multilingual assistance and legal access
  • Assistance with lost or stolen travel documents
  • Special assistance in paying for the return of unattended dependents to their residence and round-trip airfare for a family member to visit if the member is hospitalized for more than seven days
  • Claims assistance
  • Embassy and consular information

It is recommended that departments purchase this supplemental insurance for their employees who travel overseas on University business if it is not included with the overseas work contract. Funds for payment of the insurance premium may be the responsibility of the sponsoring agency and included in budget negotiations. Supplemental medical insurance for travelers is available from a number of 3rd party companies. Risk Management can refer you to some of these companies.


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