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, South Sudan, 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
- Notify your department administration.
- 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.
- 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
- 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
- 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.
Since vaccinations take 10-14 days to take effect, plan to complete your travel appointment at least two weeks prior to departure. Travel clinics book up fairly quickly so don’t wait until the last minute to make your appointment.
UA Campus Health Service offers competitive rates compared to travel clinics in the community. However CHS does not bill commercial insurance for the cost of travel visits or travel vaccines (cholera, Japanese encephalitis, typhoid, and yellow fever). If you have a billable insurance, routine vaccination charges will be submitted to your commercial insurance. Payment will be collected at the time of service for the travel visit and travel vaccines. For more information call 621-9202.
- 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 you receive an email from UA Global Travel indicating your travel has been approved/registration complete.
- Store on your phone and on your person the UA's security provider, Drum Cussac, 24/7 emergency number: +44 1202 937 401. When calling identify yourself as a University of Arizona faculty, staff, or student in need of assistance
- Continue to evaluate the safety and security of your destination(s). If there are any questions or possible questions, contact the International Risk Analyst.
- Verify access to emergency cash without ATM or credit cards.
- Copy the first page of 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. If there are any changes to the itinerary inform UA Global Travel as soon as possible of the changes.
- Verify you have customs letters or export licenses, if required.
- Pack medications in original containers and carried in carry-on luggage. Ensure you do your research for any medications considered a controlled-substance by the countries you will visit.
- 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)