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Know Before You Go

This is a compilation of UA requirements, planning best practices, and resources to assist in travel planning.
Considering International Travel?

  • If you are a UA Employee arranging a field trip or any travel with students, instead review the Know Before You Go (with Students) Checklist. 
  • If you may travel to Iran, Syria, Cuba, Libya, North Korea, or Sudan, contact UA Export Control Office immediately.  Obtaining the required federal licensing may take up to a year. 
  • If you may travel to an area of extreme risk, contact the International Risk Analyst immediately. 
  • Determine if any visas are necessary and what types. 

As soon as possible OR at least one month prior to departure

  1. Notify your department administration.
  2. Gather passport, anticipated travel information, emergency contact information.Identify equipment, data, and materials you might take and if your travel is under a federal contract.
  3. Register
  4. Submit paperwork: Work with your department to ensure that the correct paperwork is submitted to FSO Travel. Each form is available on the registry.
    Travel Authorization
    Supplemental Travel Authorization
    DBA Insurance Application


  • Register in the Smart Traveler Enrollment Program (STEP) to obtain Travel Alerts and Warnings for your destination.  Use a variety of sources for country information.
  • Determine if you should have additional insurance coverage. U.S. health insurance policies do not generally cover international travel.  Please contact Risk Management with any questions regarding coverage.
  • Arrange for required visas. 
  • Driving Abroad.  As you make arrangements, be sure to consider road conditions, verify availability of seat belts, plan to limit road travel to daylight hours. 
  • Address all possible health considerations (allergies and medical conditions), guided by:
    CDC Travelers’ Health site 
    UA Campus Health Travel and Immunization Clinic, or an outside Travel Health Clinic and/or personal physician if necessary/recommended. 
    - Necessary vaccinations or medications are obtained.
    - Determine if there are any restrictions on personal medications. Recommended: Bring an extra 2-3 day supply, in case of travel complications and translate medications into the appropriate language. 
  • Verify your passport is valid and remains valid for at least 6 months after the planned return date and there are no stamps in passports that may present problems for this trip.
  • Verify that each traveler has a visa, if needed.
  • Reassess the safety and security of the destination(s). 

Week of Departure
Required:  Verify your travel status is approved.


  • Provide your emergency contact the UA International Emergency contact number: 520.307.9576
  • Continue to evaluate the safety and security of your destination(s).  If there are any questions or possible questions, contact the International Risk Analyst immediately. 
  • Verify access to emergency cash without ATM or credit cards.
  • Copy the first page your passport and insurance card and carry separately from your passport, provide your emergency contact with copies and verify how you may be contacted in an emergency.
  • The itinerary is confirmed to ensure that all road travel will occur during daylight hours, with sufficient time even if meetings or events are delayed, unless otherwise specifically advised.
  • Verify you have customs letters or export licenses, if required.
  • Pack medications in original containers and carried in carry-on luggage.
  • Enter emergency numbers into your cell phone and have a separate list of numbers, including numbers helpful if your wallet is stolen (credit cards, bank)