COVID-19 Update on University-Related Travel
The University of Tennessee is committed to supporting and encouraging a wide variety of international opportunities for faculty, staff, and students. The health, safety, and security of all UT community members is the top priority to the university. For more information, see: UTK COVID-19 travel guidelines.
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:
- 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.).
- All travel abroad for academic credit, including research that will lead to credit at the university.
- All students traveling abroad on non-credit programs sponsored by academic programs/departments.
Some locations may also require an 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 UTK’S Programs Abroad Office are captured and reviewed through a separate process, so do not need to complete the travel exception request or 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 to be UTK travel.
International Travel Requests and Registration Requirements
Set up a Travel Request in Concur AND complete international travel registration (ITR):
- Faculty/Staff Registration
Create new registration for each international trip.
Login to saved registrations to view current or previous applications. - Student Registration
Create new registration for each international trip.
Login to saved registrations to view current or previous applications.
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 the process.
International travel registration is critical to the university’s risk management program and allows the university to communicate with faculty and staff in the event of an emergency. All students traveling on a faculty/staff member’s travel authorization request must also complete the online international travel registration process before the faculty/staff member’s travel authorization will be approved.
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)
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 a request for an exception to the travel policy.
Exception requests should be submitted at least 10 days in advance of travel and are required for the following groups/risk levels:
- For Undergraduate Students
If the US Department of State Travel Advisory is a 3 or higher.
Request Form for an Exception to Policy for Students - For Graduate or Professional Students
If the US Department of State Travel Advisory is a 3 or higher.
Request Form for an Exception to Policy for Students - For Faculty & Staff
If the US Department of State Travel Advisory is a 4 or higher.
Request Form for an Exception to Policy for Faculty and Staff
Travelers will be notified if their travel exception is approved.
Quick links:
Health and Safety Resources During International Travel
Register with STEP (Smart Traveler Enrollment Program)
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 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, whether natural disaster, civil unrest, or family 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
International Travel Advisories and UT Travel
UT does not recommend travel to destinations with an active US Department of State Level 3 or 4 travel advisory. UT funds cannot be used for travel to these destinations, and academic credit cannot be issued, unless the individual or group receives an approved exception to the travel policy. Please see: International Travel Requests and Registration — Required Steps.
The university is not responsible for the health and safety of any student, faculty, or staff member who decides to travel without an approved exception. Their travel expenses will also not be reimbursed by the university.
International Risk Management Committee
The International Risk Management Committee reviews health, safety, and security conditions associated with UT study abroad programs and UT-supported travel undertaken by students, faculty, and staff. The committee is responsible for deciding when UT travelers may travel with UT support to international destinations that require a travel policy exception request. In addition to the US Department of State’s travel advisories and Centers for Disease Control’s travel health warnings, the committee considers a variety of factors—the most important being the health and safety of UT students, faculty, and staff.
Should circumstances warrant, the International Risk Management Committee may also invite the following individuals to provide additional information:
- Additional UT faculty members with significant expertise in the affected country or region
- Dean of the college sponsoring the study abroad program or independent travel
- Appointed general counsel
- Other individuals as needed
The International Risk Management Committee or its designee will review requests and the traveler will be notified of the decision.
If the International Risk Management Committee denies the request, the traveler may not use any UT funds (including the TELS scholarship and any existing financial aid package) for their travel or receive academic credit.
Travelers whose request is denied can appeal to the provost by emailing a request for appeal to the International Risk Management Committee’s designee at itr@utk.edu within 14 days of their notification of the committee’s decision. Travelers must conduct all communication with the designee. The provost’s decisions are final.
If the committee or provost grants an exception, the regular travel registration process must be completed before the travel begins. Travelers must also comply with stipulations of the committee or provost’s approval while abroad.
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