Travel Services

International Travel Process

 

HSC Policies related to international travel can be found in HOP Chapter 15.  Here are some important reminders regarding the international travel process and procedures:

  • All international travel must be approved by the Vice President and Chief Financial Officer.  Electronic travel requisitions with an international destination are automatically routed to the Office of the VP and CFO for electronic approval.
  • The UT System has contracted with an external vendor, International SOS, to provide worldwide assistance and evacuation services to all employees and students traveling abroad on University business.  Travelers using the UT System contracted travel agencies, Corporate Travel Planners Inc (CTPI) or Alamo Travel, to book their travel arrangements are automatically registered with International SOS.   Regardless of the method of arranging travel or the fund source, all travelers are required to register their itinerary with International SOS in advance of the trip.  The following link will assist with the International SOS Program registration process: http://www.uthscsa.edu/business/travel/intlsos.html
  • In addition to registering with the SOS program, all U.S. citizens are required to register with the State Department when traveling abroad. The Department of State Travel Registration website can be found at https://travelregistration.state.gov/ibrs/ui/.
  • Institutional travel by members of the Health Science Center community to countries and localities that have been placed under official “Travel Warning” by the U.S. Department of State is prohibited.  Prohibited locations are updated daily and can be found at the U.S. Department of State website at http://travel.state.gov/travel/cis_pa_tw/tw/tw_1764.html .
  • Prior to making any permanent travel arrangements, travelers should  determine if the location is considered high risk and travel is restricted by checking the U.S. State Department website.  Exceptions for traveling to prohibited locations can be requested by completing a Request for Travel Waiver available from the Office of International Services.
  • The Request for Travel Waiver must be approved by the Department Chair and Dean prior to submission to the Office of International Services.  The Department Chair and Dean approvals of the Travel Waiver Request indicate their support and confirmation of the bona fide business purpose of the travel. 
  • The institutional International Oversight Committee (IOC) will review the Travel Waiver Request and conduct a risk assessment to evaluate the risk to health and safety for employees traveling on institutional business to destinations considered high risk.   The IOC makes the final determination related to risk, with final appeal and decision by the President or his designee.
  • Given the required review for high risk travel, the Travel Waiver process should be started well in advance of the trip to ensure adequate time for risk assessment.  The Travel Waiver can be submitted prior to completing an electronic travel requisition, Request for Travel Authorization (RTA). 
  • When an electronic RTA is submitted to a prohibited location, the requestor should indicate that the Travel Waiver Request has been submitted for consideration.  The requisition should be approved by the Project Manager and Department approvers and will automatically route to the CFO for approval.  A notice of the electronic RTA will be sent to the Office of International Services and the requisition will remain pending in the office of the VP and CFO.  The Office of International Services will advise the Office of the VP and CFO if the Travel Waiver Request has been approved or denied.    
  • If an electronic requisition is submitted to a location that has been placed under an official “Travel Warning,” and there is no indication that the Travel Waiver process has been initiated, the requisition will be denied and returned to the department.   A notice will be sent to the Office of International Services.  
  • Questions regarding  international travel should be directed to the Travel Services Office at traveladmin@uthscsa.edu or 562-6200.   Questions regarding travel to high risk locations should be directed to the Office of International Services.