Skip to content

FAQ

FAQ's (Frequently Asked Questions)

General Information

What is the UA International Travel Registry?
Does University of Arizona have an International Travel Policy?
What do I need to do prior to my international travel?
Who should I contact with travel-related questions?
How do I register my trip?
Does the UA provide insurance coverage for employees traveling abroad on official University business?
Why must I register my travel?
What happens if a traveler fails to register and goes on the trip?
How will the university assist in case of an emergency?
What is the turnaround time on approvals?
Can I cancel my travel registration?
What if I need to change dates for the trip?

Countries with U.S. State Department Travel Alerts & Warnings

I have been invited to attend a conference at a country with a U.S. Department of State Travel Alert or Warning.  What do I have to do?
How do I know if I am traveling to a country with a U.S. Department of State Travel Alert or Warning?

Export Control Considerations

Can I take my research materials abroad?
Is it true that I need to use a university license when traveling to Cuba, Iran, North Korea, Syria, Sudan or Libya?
I am presenting my research at a conference, are there any export control considerations for handouts and poster presentations?

Travel Authorization

Who are the university experts on rules relating to UA Travel Authorization forms?
Who needs to complete a Travel Authorization?
Where do I find the required UA travel forms?
Is there a reimbursement for airfare or other travel expenses if the travel is denied?

 

What is the UA International Travel Registry?

The UA International Travel Registry provides a centralized system for international travel information and registration. It offers a variety of tools and resources for those planning to travel outside the U.S. for University of Arizona study, research, and business purposes. The tools and links provided are designated to enhance travel safety, ensure regulatory compliance, and provide for rapid location and communication in the event of an emergency situation. 

Does University of Arizona have an International Travel Policy?

Yes.  The Interim Policy for International Travel Safety and Compliance became effective September 13, 2012, and is available online on the UA Policy Website

What do I need to do prior to my international travel?

There are three steps required in advance of international travel:

1. Register your travel at the UA International Travel Registry.
2.  Complete a Travel Authorization Form with your department.

3. Obtain any additional approvals that may be required by UA Policy for trips to countries with Travel Alerts or Warning, Export Control Compliance or Defense Base Act Insurance.

Deadlines: Once Travel Authorization is completed by your department, for routine travel requiring no special approval, itinerary information can be input any time prior your departure date. For travel requiring advance approval (Travel to countries with U.S. Department of State Travel Alerts or Warnings, Export Control considerations, Travel as part of a contract with Federal Agency, work performed in a military base), travel information must be submitted to the Registry at least 30 days prior to departure. Certain export control licensing may take much longer than 30 days; contact the Export Control Office as soon as possible if a federal license is likely to be required.

Who should I contact with international travel-related questions?

If you cannot find the answers to your international travel questions, email Intl-TravelTeam@email.arizona.edu.

How do I register my trip?

To register your travel, click on http://ua-risk.terradotta.com/index.cfm?FuseAction=Abroad.Home and login using your UA Net ID and Password.

The system also allows a proxy to register the travel on your behalf. If you are and administrative support person and you are registering travel for someone else, use the Proxy Registration link.

Does the UA provide insurance coverage for employees traveling abroad on official University business?

The State of Arizona provides several programs of insurance coverage for university related international travel at no cost to the traveler of their department.  An overview of the State of Arizona program is available here: International Insurance Program Overview

In addition to insurance coverage, all UA faculty, staff, and students traveling abroad on university business are provided special travel assistance services. Examples include medical assistance, emergency medical evaluation, repatriation services, and more.

Defense Base Act Insurance (DBA) is a special form of worker’s compensation insurance for university employees traveling abroad under contract to a U.S. federal agency, or performing work on U.S. military installations abroad. DBA is NOT applicable to travel under a grant, including grants from federal agencies, unless the project includes work on a U.S. Military Base abroad. Arranging DBA coverage for affected employees is required by federal law, and there are significant penalties for non-compliance. Risk Management Services can assist departments with procurement of this insurance. A minimum of 30 days advance notice is required.  For more information, contact the Risk Management office at (520) 621-1790.

Students participating in a Faculty-Led Study Abroad trips through the UA Office of Study Abroad and Student Exchange (SASE) are provided travel insurance through HTH Worldwide. For additional information see: http://studyabroad.arizona.edu/insurance

Why must I register my travel?

The two main goals of travel registration are to (1) provide pre-departure assistance information to any person traveling on university business (i.e. licenses) and (2) to know where university employees, students, and volunteers are located around the globe in the event of an emergency so that the university can more effectively provide assistance.

What happens if a traveler fails to register and goes on the trip?

Failure to submit required international travel information and obtain applicable reviews, approvals, permits, and licenses in advance of the trip may result in having the trip designated as non-UA authorized, which may result in disciplinary action, non-reimbursement of travel expenses, ineligibility for UA insurance during the trip, and limitation for future travel. For more information see: http://ua-risk.terradotta.com/_customtags/ct_FileRetrieve.cfm?File_ID=43

How will the university assist in case of an emergency?

General travel assistance and security assistance is available to all university employees, students, and volunteers while traveling on university business or as part of a university sponsored program or activity. These services can assist travelers in difficult or problem circumstances during a trip. Services include assistance with emergency medical issues, lost documents, translation services, embassy information, repatriation, and emergency evacuation. A complete list of services and instructions for accessing assistance are available in the following document link:http://risk.arizona.edu/insurance/TravelAssist.pdf

It is recommended that travelers print out the document and take on their trip.

What is the turnaround time on approvals?

It depends on the destination and business purpose. If no additional approvals are required (i.e. export control, travel warning, etc.), a decision should be made in about 1-2 business days.

Can I cancel my travel registration?

Yes. You can “Withdraw” your registered trip by clicking the “Withdraw” button next to your travel application.

What if I need to change dates for the trip?

If for any reason you need to change the dates of your registered trip, please email Intl-TravelTeam@email.arizona.edu.

I have been invited to attend a conference at a country with a Travel Warning (or Alert) issued by the U.S. Department of State or CDC, what do I have to do?

You will need to follow the steps described above.  Travel to most of these countries requires review of travel plans by the International Travel Safety Oversight Committee (ITSOC).  This committee reviews proposed travel plans and makes a recommendation regarding travel safety to the Provost. The Provost's Office will review and approve or deny the request for traveling to a country considered higher risk, and will issue written notice of the decision to the traveler and their department head.

How do I know I am traveling to a country with a Travel Alert or Warning?

A list of current U.S. State Department Travel Alerts and Warnings can be found at: http://travel.state.gov/travel/cis_pa_tw/tw/tw_1764.html

Can I take my research materials abroad?

Federal regulations govern international transport of certain technology, data, and information. UA faculty and staff traveling abroad are responsible for verifying the applicability of export control and licensing regulations to their work, and for compliance with applicable requirements and UA policy.

The UA Export Control Office administers university compliance with these regulations and provides assistance to departments with evaluation of materials to be taken abroad.

For additional information and assistance, click on UA Export Control Office.

Is it true that I need to use a university license when traveling to Cuba, Iran, North Korea, Syria, Sudan or Libya?

Yes. Foreign Access Control (OFAC) regulations apply to travels to these countries. The purpose of the OFAC regulations is to enforce varying embargoes and economic sanctions imposed upon countries that have been designated by the federal government. 

Depending on the business purpose and/or destination, the Export Control Office requires a minimum of 2 months to obtain these licenses. For Foreign Access Control (OFAC), the process could take from 3 to 24 months.  Additional information can be found at: http://orcr.vpr.arizona.edu/export-control/intltravel  or by calling the Export Control Office at (520) 626-5338.

I am presenting my research at a conference, are there any export control considerations for handouts and poster presentations?

Yes. The following points of concern are those most often implicated by international travel and the various federal export control regulations and embargoes/economic sanctions and should be implemented prior to travel:

  • Laptops, PDAs, software, and other equipment should be vetted prior to travel for possible export licensing issues (this includes but is not limited to hardware, technical data, technologies, schematics, blueprints or other project-related information, and encryption capabilities).

  • Presentations to be given at a conference or meeting should be vetted for possible export control issues, including any accompanying materials or handouts.

Who are the university experts on rules relating to UA Travel Authorization forms?

Contact the Financial Services Office – Travel for advice and instruction on properly completing Travel Authorizations.

Who needs to complete a Travel Authorization?

You will need to complete a Travel Authorization for any kind of university business travel 30 miles from campus. The UA Travel policy states that all employees and students, volunteers and other affiliates traveling on university business are required to complete a Travel Authorization prior to departure.  Visit the FSO Travel website for more information.

Where do I find the required UA travel forms?

The UA Travel Authorization form can be found at http://uabis.arizona.edu/eforms/Launcher.asp?FormID=27

The UA Travel policy requires that the Travel Authorization form must be filled out and the original signed form mailed to FSO-Operations.

Is there a reimbursement for airfare or other travel expenses if the travel is denied?

No. All travel must be approved before purchasing airfare or incurring travel expenses.