International Travel Approval and Registration

The university recognizes the importance of international collaboration and encourages the UCF Community towards gaining a global perspective. While UCF supports faculty, staff and students traveling internationally, before initiating any international travel, please be aware there are Federal, State of Florida, and UCF Policies that apply to international travelers. Therefore, considering the inherent risks generally associated with international travel, especially to restricted countries, as defined by the U.S. Department of State and the Centers for Disease Control (CDC), the university has established a travel approval process (See UCF Policy 2.903.3 on International Travel) to comply with Federal and State mandates, as well as mitigate the risks that may occur while a traveler is overseas. In addition, a safety plan will be implemented should the need arise.

Some destinations may be restricted. The level of travel-related restrictions to a specific country, as well as the process of review, will vary depending on the destination, purpose of the trip, type of activity to be pursued (e.g., attending a conference, field research, study abroad) and funding entity.

INTERNATIONAL TRAVEL APPROVAL AND REGISTRATION PROCESS

Follow in the order established below:

UCF Students Participating in University-Sponsored Study Abroad Programs

1KNOW BEFORE YOU GO

Worldwide Caution Alert from the U.S. Department of State

Please Note: The U.S. Department of State has issued a WORLDWIDE CAUTION ALERT for U.S. citizens overseas. According to DOS, “The conflict between Israel and Iran has resulted in disruptions to travel and periodic closure of airspace across the Middle East. There is the potential for demonstrations against U.S. citizens and interests abroad. The Department of State advises U.S. citizens worldwide to exercise increased caution.”

Please read carefully the DOS Travel Advisory, country information, and any recent security alerts when planning travel at https://travel.state.gov/content/travel/en/international-travel/International-Travel-Country-Information-Pages.html

UCF Global International Health and Safety continues to closely monitor DOS alerts and travel advisories. Additional updates will be provided as more details become available.

Questions about the health or safety of UCF travelers abroad can be addressed to UCF Global International Health & Safety at intlsafety@ucf.edu.  Emergencies abroad should be reported to the 24/7 Emergency Abroad Hotline at +1-407-823-0595.

Look at current political, health, weather, safety, and security notices, as well as any entry/exit requirements trends for your destination.

Please reference the following resources:

2SUBMIT A TRAVEL APPROVAL PETITION – TAP

International travel approval must be sought through a Travel Approval Petition (TAP). The TAP is submitted through UCF Global via online form. This form is routed for review by the Chair and Dean of your academic unit and the Office of International Collaboration and Export Control (OICEC). UCF Global, as the Provost Designee, provides the final decision.

COMPLETE TRAVEL APPROVAL PETITION

UCF Students Participating in University-Sponsored Study Abroad Programs

All students participating in a university-sponsored program through UCF Abroad must contact your Study Abroad Advisor to confirm your TAP requirements.

Must Complete Step 3 – Student Travel Safety Registration

All Other International Travelers, please note:

According to university Policy 2.903.3 on International Travel, prior approval is required for any international, employment-related travel for which university funds will be used, academic credit provided and/or there is an implied connection to the university.

The university may restrict 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 Centers for Disease Control and Prevention (CDC) has issued a Travel Health Notice related to a high-risk, contagious disease.

At its discretion, the university may also restrict certain other destinations 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. personal vacation/personal travel)

Furthermore, to comply with Florida Statute 1010.36, preapproval and screening is required by UCF Global and the Office of International Collaboration and Export Control (OICEC) for any university-related international travel engaged in by all faculty, researchers, and research department staff.

TAP requests must be submitted to UCF Global at least two (2) weeks prior to departure to allow time for review and risk assessment by UCF Global and Office of International Collaboration and Export Control – OICEC.

The traveler is responsible for factoring in additional time that may be required for funding, research, or other unit/department approvals. In some cases, export control licenses may take up to 90 days to acquire. At a minimum, travelers should review applicable travel advisories. Review the Office of International Collaboration and Export Control website for more information.

!TRAVEL APPROVAL OR DENIAL

Travel Approved?

YES – proceed with steps 3 through 5

NO – travel cannot take place

3COMPLETE TRAVEL SAFETY REGISTRATION

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. See UCF Policy 3-110, University Insurance.

Before coverage can be effective for a university sponsored trip, all faculty, staff, and students must register their travel. Coverage for students only applies to educational activities abroad sponsored by the university.

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 international travel insurance program, please contact International Health and Safety.

Please note the Travel Safety Registration is NOT an approval process for international travel (see Step 2 above.)

FACULTY & STAFF TRAVEL REGISTRATION

STUDENT TRAVEL REGISTRATION

Note: The Travel Safety Registration is accessed through the Study Abroad portal regardless of the type of travel

4COMPLETE WEBCOURSE ON INTERNATIONAL TRAVEL ESSENTIALS

Upon completion of the Travel Safety Registration, and prior to departure, the traveler will be given access to the “International Travel Essentials” Webcourses@UCF.

This webcourse contains important information on traveling abroad, including insurance coverage and claims information.

5CREATE THE SPEND AUTHORIZATION IN WORKDAY

Faculty/staff may now initiate the corresponding Spend Authorization in Workday. In addition to departmental/academic unit approvals, UCF Global will also review and approve the Spend Authorization to ensure compliance with above steps.

If you are seeking reimbursement for your travel expenses, UCF Finance & Accounting asks that a copy of the Travel Safety Registration confirmation AND the Final Notice of Approval email from UCF Global, as Provost designee, be attached to your Spend Authorization in Workday.

YOU MAY NOW PROCEED WITH TRAVEL.

PRIOR TO DEPARTURE

Student travelers are strongly encouraged to always monitor advisories for their intended location by downloading the AlertTraveler application. This app provides the traveler with real-time destination reports and alerts to make informed decisions. The app can only be activated 30 calendar days prior to departure.

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

Please monitor the updates provided on the U.S. Embassy website in your destination country.