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International Travel Request Process

Instructions

  1. All international travel requests must be submitted at least six weeks before the proposed departure.

    Travel to the 48 continental United States, Hawaii and Alaska does not require International Travel documentation. Any travel beyond a destination in the United States is considered International Travel (including Mexico, Canada and Puerto Rico).

    1. All requests will be processed through Provost Office following the international travel approval process.

      Please note that these International Travel Request Guidelines outline that travel to any international destination must be submitted 6-weeks in advance of the first day of travel. We strive to reply to all travel requests well before that timeframe. Please allow us a minimum of 10 working days after your submission before you contact us asking for a status report. Any International Travel Request Form that is not completely filled out will be automatically denied.

  2. Complete an International Travel Request Form (if completing this process as part of the Polar Operations team, please complete a Polar Operations International Travel Request Form).
  3. Is the area being traveled to on the US State Department travel warning list?
    1. If so, complete a Supplemental Data Form
  4. Scan and email the completed International Travel Request Form and all other supporting documentation to inttravl@utmb.edu.
    1. Scanned materials should include:
      1. International Travel Request Form
      2. Supplemental Data Form (if traveling to an areas on the US State Department travel warning list)
  5. Tentative approval or denial of requests will be assigned an International Travel Request Authorization Number (RA#) and emailed to the travel requestor.
    1. All denials will be accompanied with the reason(s) for denial as well as steps for an appeal process, if applicable.
  6. *Contact Anthony Travel to book your travel arrangements once tentative approval has been given by the Provost Office.
    1. Be sure to provide Anthony Travel your RA#
    2. Anthony Travel will respond to all applicable parties (including the CBA account holder and inttravl@utmb.edu)
      with a confirmation of the booking.
    3. Registration with International SOS is required and will be automatically processed when booking your travel arrangements
      through Anthony Travel.
  7. Once verified, signed and approved applications will be scanned and emailed to requestor along with any other pertinent information
    from inttravl@utmb.edu.

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*Please follow the steps below if you wish to book your travel through an alternate source. These travel requests will only be considered if one or more of the listed International Travel Exceptions is met. Appropriate approval must be obtained prior to submitting a request for approval for a booking that falls into one of the International Travel Exceptions.

  1. Complete an International Travel Request Form
  2. Is the area being traveled to on the US State Department travel warning list?
    1. If so, complete a Supplemental Data Form
  3. Scan and email the International Travel Request Form and all other supporting documentation to inttravl@utmb.edu.
    1. Scanned materials should include:
      1. International Travel Request Form
      2. Supplemental Data Form (if traveling to an area on the US State Department travel warning list)
      3. Documentation approving International Travel Exceptions
  4. Tentative approval or denial of requests will be assigned an International Travel Request Authorization Number (RA#) and emailed to the travel requestor.
    1. All denials will be accompanied with the reason(s) for denial as well as steps for an appeal process, if applicable.
  5. Once tentative approval is received, register with International SOS. (Be sure to print an International SOS Membership card)
    1. Click here for a step by step guide through the International SOS registration process.
    2. What is International SOS and why do I have to register?
  6. Scan and email proof of International SOS registration to inttravl@utmb.edu.
    1. Proof of International SOS registration (example)
  7. Once verified, signed and approved applications will be scanned and emailed to submitter along with any other pertinent information.

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Useful Information

  1. President's designees for Foreign Travel Approval
  2. Questions about International Travel?
    1. Contact Lori Kocian, lakocian@utmb.edu, Office of the Provost
    2. Contact Melanie Loving mloving@utmb.edu, Office of Academic Affairs
  3. Questions about International SOS?
    1. Contact Melanie Loving mloving@utmb.edu, Office of Academic Affairs
  4. International Travel Risks and Reminders Memo
  5. International SOS comprehensive 24-hour medical, emergency, and security response organization.
  6. Foreign Coverage Quick Reference

 

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