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Travel Policy & Procedures

The University of Arizona supports and encourages travel by faculty, staff and students. The resources listed below outline current policies and procedures that should be followed to ensure that members of the UA community can be reached in case of emergency when traveling on UA business or programs. 

Interim Policy for International Travel Safety and Compliance

The University of Arizona approved an revised Interim Policy for International Travel Safety and Compliance that is effective as of May 1, 2012. The new policy outlines guidelines for travel to higher risk countries identified by the U.S. Department of State and the Center for Disease Control. This policy applies to all University of Arizona (UA) faculty, staff, students and volunteers who travel internationally as part of University of Arizona research, education, service or employment.

Interim International Travel Policy pdf

International Travel Registration and Resource Portal

This portal provides 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 here are designed to enhance travel safety, ensure regulatory compliance, and provide for rapid location and communication in the event of an emergency situation.

Visit the International Travel Registration and Resource Portal to get started!

International Travel Procedures

Travel Procedure

STEP 1:  As soon as travel is known

A. Register Travel Itinerary in the University International Travel Registry

B. Complete the Travel Description Questionnaire (Click link for Questionnaire example)Registration is incomplete without this step.

a. “YES” to questions regarding Export Control considerations alerts Export Control (EC)

b. “YES” to questions regarding Federal Contracts or work on Military Bases alerts Risk Management (RM)

c. “YES” to questions regarding travel to a country with a Travel Warning alerts the International Risk Analyst

i. Complete the Supplemental Travel Authorization Form for Travel to Warning Areas with as much detail as possible.

1. Print the Supplemental Travel Authorization Form and obtain the approval signature for the travel from the Department Head or Dean. The traveler cannot sign as a supervisor to their own travel.

2. Submit the original document with the Travel Authorization (TA)(STEP 2) to FSO Travel.

STEP 2: At least thirty days prior to travel

Complete the Travel Authorization (TA) and obtain necessary signatures.

For travel to country with a Travel Warning:  Attach a completed Supplemental Travel Authorization Form with traveler and department head/dean’s signature.

For travel with Students & Volunteers:  Attach Risk and Release forms

 

Submit all original paperwork to FSO-Operations Travel Office, USB 402, PO BOX 210158

Interim International Travel Policy pdf

Prior to departure all international travel must be approved:

If travel is not approved, reimbursement of travel expenses is not guaranteed.  It is the responsibility of the traveler to ensure that each of these steps is completed and that travel is approved prior to departure:

1.       Complete University International Travel registration (itinerary and questionnaire).

2.       Travel Authorizations are received prior to travel departure.

3.       Approval by Export Control, if there are any export control requirements.

4.       Approval by Risk Management, if there are any additional insurance requirements.

5.       Approval by the Provost, if travel involves a country with a Travel Warning issued by the U.S. Department of State.

Any travel outside of the area indicated on the Travel Authorization or Supplemental Travel Authorization form is not included as official University business and occurs at the traveler’s own risk.

 

Travel Flowchart

UA International Travel Flowchart  

(Click chart for larger image)

Travel to Mexico

The U.S. Department of State updated the Travel Warning for Mexico on November 20, 2012.  This Travel Warning is in response to the increased levels of largely narcotics-related violence and crime.  The homicides, gun battles, kidnappings, carjackings, and highway robberies involving individuals not engaged in criminal activities creates concern for the safety of UA travel to Mexico.

In order to facilitate continued and safe travel to Mexico, UA has responded in the following manner:

1. Travel to any location in Mexico continues to be considered of higher safety risk.

2. Recognizing that 13 Mexican states and the Federal District (Mexico City) do not have advisories included in the Travel Warning, travel approval for the following locations and scenarios is delegated to the supervisor, Department Heads and Unit Directors, or Deans*:

Baja California Sur (South) Estado de Mexico Mexico City Chiapas
Guanajuato Queretaro Hidalgo Oaxaca
Tabasco Tlaxcala Puebla Quintana Roo
Campeche Yucatan    

 

Daylight travel on major highways to: Nogales, Hermosillo, Mexicali, and Puerto Peñasco.

 

3. Travel to any other state or area in Sonora must be reviewed in advance by the ITSOC and approved by the Provost.  *The issuance of an advisory to any of the above areas would result in required review and approval of the travel.

4. Each trip to Mexico requires registration in the University International Travel Registry, a Travel Authorization, and a Supplemental Travel Authorization at least 30 days in advance of the departure date.

5. To support UA travel to Mexico which is often frequent, regular, and involves groups, the following procedures are now in place:

a. Regular travelers may indicate on the Supplemental Travel Authorization the repeated nature of their travel and request preauthorization for trips that include the same travelers and same conditions.

b. Group travel can be indicated on a single Supplemental Travel Authorization.

c. Provided that information presented on the Supplemental Travel Authorization is unchanged, once preauthorization is attained:

i. Submit the Supplemental Travel Authorization: Preauthorized Travel form for the traveler/group.

ii. Submit the Travel Authorization for each traveler.

iii. Register each traveler in the UA International Travel Registry.

d. A new Supplemental Travel Authorization review is required for any changes to preauthorized-travel.

 

When planning UA travel to Mexico, please ensure the following precautions are taken:

  • Review the latest Travel Warning and evaluate your planned itinerary against the information contained therein.  If possible, avoid or defer travel to specifically identified hazardous areas.
  • Plan all roadway travel to occur during daylight hours and to the greatest extent feasible, use only major roadways.
  • For travel to Puerto Peñasco, use the Lukeville port of entry to minimize highway travel to the region.
  • Consider flying commercially to your destination instead of driving.
  • Students and employees must be allowed to opt out of travel if they wish, and must be provided with an alternative to participation.
  • For countries with Travel Warnings students and volunteers are required to sign the Assumption of Risk and Release Form, available online.
  • In addition to travel registration, all faculty, staff and students traveling to countries with Travel Warnings must register with the U.S. Department of State Smart Traveler Enrollment Program (STEP).  This free system provides timely alerts to travelers and allows Embassy staff to rapidly locate and contact travelers in the event of an emergency situation in the area being visited.  The STEP program is available here.

UA International Travel Policy: Mexico Map    

(Click chart for larger image)