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International Travel

International travel is often critical to the work done at the University of Tennessee, Knoxville. Below you will find information about the university’s policies, resources, and requirements related to international travel, including registering international trips in the university’s travel registry. The UT travel registry is an important tool that helps the university understand where our travelers are in the world, which helps us try to help you during emergency situations abroad.

Who should register their international travel?

All students, faculty, and staff traveling abroad with UT support must register their travel with the university. This includes:

  1. Travel conducted abroad using university funds, whether the university is partially or fully funding the travel (for example, for independent study, research, conference attendance, etc.).
  2. Travel abroad conducted by UT staff and faculty who are acting as employees of UT in an official capacity though the travel is funded by an external source.
  3. All travel abroad for academic credit, including research that will lead to credit at the university.
  4. All students traveling abroad on non-credit programs sponsored by academic programs/departments.

Some locations may also require an International Travel Policy Exception Request. See the section below for more information on Exception Requests and the process for registering international travel.

Please note that faculty, staff, and students traveling via UT’s Programs Abroad Office are captured and reviewed through a separate process, so do not need to complete the international travel registration processes outlined here.

Students and employees conducting self-funded personal travel do not need to complete a travel exception request or international travel registration, as this is not considered UT-supported travel.

International Travel Requests and Registration Requirements

1. Complete International Travel Registration and Concur Request

Set up a Travel Request in Concur AND complete international travel registration (ITR):

You can see more information on creating a travel requests on the Office of Innovative Technologies website. 

Please be sure to submit your Concur request AND travel registration at least 10 business days before your trip, and allow at least 3 business days for our office to process your request. Please use a recommended browser: Google Chrome or Firefox. This software is not compatible with Microsoft Edge or Safari. Login requires two-factor authentication. If you have difficulty, contact the OIT HelpDesk at 865-974-9900.

Individuals traveling to higher risk destinations may also need to complete a Travel Policy Exception Request. Please see the next section below for more information about this process.

International travel registration is critical to the university’s risk management program and allows the university to identify and communicate with faculty and staff in the event of an emergency. All students traveling on a faculty/staff member’s Concur Travel Request must also complete the online international travel registration process before the faculty/staff member’s Travel Request will be approved. Faculty/staff members leading travel that includes students (excluding programs managed by the Programs Abroad office) must provide a list of students in their Concur request. This can be done by entering the list as a comment or an attached document.

UT faculty, staff, and students who do not complete the registration process:

  • Will not receive travel authorization.
  • Will not have access to international insurance.
  • Will not be reimbursed for expenses.
  • Will not receive academic credit (if applicable).

2. Determine Necessity of Travel Policy Exception

Travel Exceptions: All travelers must determine if their destination(s) are under a US Department of State Travel Advisory. Depending on the advisory level (see below), the traveler must submit an Exception Request for an exception to the travel policy.

Exception Requests should be submitted at least 10 business days in advance of travel and are required for the following groups/risk levels:

Travelers will be notified if their Exception Request is approved.

Quick links:

Health and Safety Resources During International Travel

Register with STEP (Smart Traveler Enrollment Program)

For UT-specific resources, please see: International Health Insurance and Emergency Assistance Abroad

All UT faculty, staff, and students are advised to register with the US Department of State’s Smart Traveler Enrollment Program (STEP). Benefits of enrolling in STEP include:

  • Receiving important information from the local embassy or consulate about safety conditions in your destination country, helping you make informed decisions about your travel plans.
  • Helping the US embassy contact you in an emergency.

Review the US Department of State international travel website

Included in the US Department of State international travel website is information pertinent to travelers going to high-risk areas, as well as country-specific travel information.

There is also a travel advisory list for countries, and, in some cases, areas within countries. The advisory levels are as follows:

Level 1: Exercise Normal Precautions
Level 2: Exercise Increased Caution
Level 3: Reconsider Travel
Level 4: Do Not Travel

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