KNIGHTS BEYOND THE CLASSROOM

STEP-BY-STEP GUIDE TO TRAVEL REGISTRATION

INTERNATIONAL TRAVEL REGISTRATION

UCF supports faculty, staff and students who seek to travel internationally. The university recognizes the importance of international collaboration and encourages the UCF community towards gaining a global perspective. UCF faculty, staff and students who intend to travel internationally to a restricted country however, as defined by the U.S. Department of State and Centers for Disease Control and Prevention (CDC), need to be aware of the risks associated with their travel. A travel approval process has been implemented at UCF to mitigate risks that may occur while a traveler is overseas. In addition, a safety plan will be implemented should the need arise.

Please be aware that there are Federal, State of Florida, and UCF Policies that may apply to your travel. The level of restraint to a restricted country, as well as the process of review, will vary depending on the destination, purpose of trip, type of activity pursued (e.g., attending a conference, field research, study abroad) and funding entity.

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1RESEARCH YOUR DESTINATION

Look at current crime, political, health, weather, and entry/exit requirements trends for your destination.

The following resources may assist in your research:

Is your travel restricted per UCF Policy 2-903.1 Travel to Restricted Destinations?

If the answer to Step 1 is NO, proceed to steps 2 through 4 

If the answer to Step 1 is YES, proceed to step 5

2REGISTER YOUR TRIP

The health and safety of each member of the UCF community are taken very seriously. Therefore, as part of the university’s risk management program for foreign travel, the university provides coverage to faculty, staff and students traveling outside of the United States on university sponsored trips. Coverage for students only applies to education activities sponsored by the university. Before coverage can be effective for a university sponsored trip, all faculty, staff and students must register their travel, in accordance with UCF Policy 3-110, University Insurance.

Moreover, if you have any issue while abroad, please fill out the, Incident Report Form so that our team can help you.

For questions on coverage or the foreign travel insurance program, please contact Risk Management.

3COMPLETE WEBCOURSE

Once the traveler has registered the trip through UCF Global, the traveler will be enrolled in the “Travel Essentials” webcourse.

4TRAVEL REQUISITION/PURCHASE ORDER

For faculty/staff travel, the corresponding department creates a Travel Requisition/Purchase Order which will be reviewed and approved by UCF Global.

You may now proceed with travel.

5SUBMIT A TRAVEL APPROVAL PETITION

Submit a Travel Approval Petition (TAP)  through UCF Global. This form will be routed to the Dean and Chair of your academic unit, UCF Office of International Collaboration and Export Control (OICEC), UCF Global for review, and the Provost Designee for final decision.​

  1. Log into myINTL using your NID credentials to start your Travel Approval Petition​ (TAP)
  2. Enter your personal info, destination info, purpose of travel, travel compliance, research compliance, self assessment of risk, and review/acknowledge petition documentation​

Please note that prior approval by the provost or provost designee is required for travel to countries for which the U.S. Department of State has issued a Level 3 or Level 4 Travel Advisory or for which the Center for Disease Control and Prevention (CDC) has issued a Level 3 Travel Warning for which university funds will be used, academic credit provided and/or there is an implied connection to the university.

The university may also restrict certain other destinations, at its discretion, where the security, health, and/or political situation is unstable. This restriction does not apply to privately funded travel that is not related to university business or is in no way affiliated to UCF (e.g., a personal vacation).

Additionally, please note that while most exception decisions take less than 10 days, some travel can require up to 90 days for applicable licenses.  Please plan accordingly.

Resources for determining “Restricted Destinations”

UCF Global restricts travel based on the recommendations from the following resources:

  • U.S. Department of State – Travel may be restricted based on Level 3 (Reconsider Travel) and Level 4 (Do Not Travel)
  • Centers for Disease Control and Prevention (CDC) – Travel may be restricted based on Level 3 (High Risk)
  • U.S. Department of Treasury Office of Foreign Assets Control (OFAC) – Issues comprehensive sanctions against countries that prohibit all direct or indirect imports/exports, trade brokering, financing or facilitating against most goods, technology and services. Visit the Office of Export Compliance for more details.

!APPROVAL OR DENIAL NOTIFICATION

Travel Approved?

YES  proceed with steps 2 through 4

NO – travel cannot take place

BEFORE YOU GO

Student travelers are strongly encouraged to always monitor advisories for their intended location by downloading the AlertTraveler application.  This application provides the traveler with real-time destination reports and alerts in order to make informed decisions.

Additionally, faculty and staff are encouraged to register for the U.S. Department of State’s Smart Traveler Enrollment Program – STEP.

Check with the US Embassy of the country you are in for news and updates by visiting their website.