Guidelines for International Travel

Traveler Submits Travel Authorization

All travelers planning international University-Related Travel (URT) must submit a Travel Authorization according to the USU Travel Office’s travel procedures.

As part of the Travel Authorization, the traveler’s department head or supervisor must approve the international URT.

USU Reviews Proposed International Travel

Reviewers from the USU Travel Office, Risk Management, and/or Research Integrity & Compliance will review the Travel Authorization.

Before approving, the University will assess the risk level associated with travel to a particular destination in addition to any medical, security, or research risks associated with the proposed travel.

Depending on circumstances, the University may require the traveler to submit travel safety and risk mitigation plans for review and approval by USU Risk Management and the International Travel Oversight Committee (ITOC).

Traveler Registers with International SOS

After the University approves the Travel Authorization, travelers must register their travel with International SOS.

USU Reviews Export Controls

After the traveler submits their International SOS Registration, the University will review the registration and contact the traveler if they must obtain any export licenses or filings before traveling abroad with certain equipment, data, and/or software.

For detailed information on export controls, prospective travelers should review the USU Export Compliance Program’s International Travel guidelines.

Traveler Completes Pre-Departure Orientation

Before departing, the traveler must take the International Travel Predeparture Orientation in Learn Blue. Travelers must complete the various registrations and review all the resources highlighted in the Orientation.

In addition to the orientation information provided in Learn Blue, University personnel may contact the traveler to provide them with additional information specific to their destination and circumstances.

Traveler Completes a Self-Orientation

Travelers should thoroughly review the International SOS page and take all the “Before the Trip” steps outlined.

Travelers should also review the same International SOS page to understand when and how they should contact International SOS while overseas.

In addition, travelers should independently become familiar with the local laws and customs of their foreign destination.

Traveler Follows Local Laws and University Policy

While abroad, travelers must follow all University policy, observe the local laws of their destination, and avoid unnecessary risks.

Under University policy, travelers who take unnecessary risks and experience an incident like an accident, injury, or arrest may be responsible for any costs associated with emergency medical care or legal assistance.

Traveler Contacts International SOS when Necessary

While abroad, travelers should call an International SOS Assistance Centre or use the Assistance App when they:

• Need health, safety, and security advice;
• Need a specialist (referral) credentialed by International SOS;
• Need supplies of medication or equipment;
• Need advice on lost travel documents; or
• Need legal assistance.

In an emergency, travelers should call an International SOS Assistance Centre or use the Assistance App to:

• Arrange transportation;
• Monitor your condition and provide advice;
• Evacuate you to safety if necessary or when local facilities are inadequate; or
• Contact USU

 

Traveler Submits Travel Reimbursement

Travelers should follow the USU Travel Office’s After the Trip guidance, including by submitting a Travel Reimbursement that properly reflects currency conversion rates.