Am I required to register my international official university travel?
Yes, all international official university travel must be registered by each traveler on the Center for Global Engagement website.
How is official university travel defined, and who must register?
- All faculty, staff, and students traveling abroad on university funds
- All faculty, staff, and students traveling abroad on university business without university funds (example: a faculty member is invited to give a keynote address at a conference and his/her costs are fully paid by the conference)
- All students traveling abroad and receiving academic credit
- All students traveling abroad on noncredit programs sponsored by academic programs or departments
When should I begin my international travel registration?
You should begin your international travel registration as soon as you know you will be traveling. Early completion of the international travel registration will allow the Center for Global Engagement to expedite the approval when the IRIS travel authorization is received.
What will happen if I do not complete the international travel registration before my trip?
If the registration process is not completed before the commencement of the international trip:
- The traveler will not receive travel authorization and may not be reimbursed for expenses. All university travel policies apply.
Why do I need to complete the international travel registration?
International travel registration is critical to the university’s global health and safety program and will allow the university to communicate with faculty, staff, and students in the event of an emergency.
How do I know if my online registration is complete?
Checkmarks will appear after each item is complete. The Center for Global Engagement subsequently will confirm that:
- Dates and locations in IRIS and your registration match
- The two signature documents are complete
- You have listed a lodging address and phone number for at least your first location abroad
- You have provided an emergency contact
Are in-country emergency contacts required?
For faculty or staff traveling to a country with a travel warning, an in-country emergency contact is required. Otherwise, it is not required.
For students, an in-country contact is required for each trip.
How do I edit my dates or locations?
Travelers are not able to edit dates or locations themselves. Please contact the Center for Global Engagement (CGE) at email@example.com with the new dates or locations, and CGE will make the change.
How do I edit my lodging address and information on the international travel registration?
Faculty or staff can log in to a saved registration here. Click “International Travel Registration Destination Information” to edit the information; scroll to the bottom and click “Save and done” when finished.
Students will need to email the Center for Global Engagement at firstname.lastname@example.org to have the questionnaire released so they can edit the information.
If my location is not listed, what should I do?
Email email@example.com and the Center for Global Engagement will add your location to the existing list.
Do I need to complete the international travel registration for Puerto Rico and other US territories?
Yes. The university requires completion of the International Travel Registration for all territories including Puerto Rico, Guam, US Virgin Islands, American Samoa, and the Northern Mariana Islands.
What do I do if I want to travel to a country or specific area within a country under a US Department of State Level 3 or Level 4 travel advisory or a CDC travel health notice?
In the registration process, in the first signature document, you will click “yes” to the question “Are you going to a country where a US State Department Travel Advisory Level 3 or 4 or CDC Travel Health Notice is in effect?” Students need to seek an exception if the CDC Travel Health Notice is a 2 or higher. Faculty need to seek an exception if CDC level 3 or higher. The travel exception forms are below.
How do I know if the country or specific area within a country I am traveling to is under a US Department of State travel advisory or a CDC travel health warning?
Check the US Department of State website for a listing of all travel advisories. All UT travelers to a country or specific area within a country that reaches a Level 3 or 4 advisory must complete the exception request to be approved for travel.
Check the CDC website for all travel health notices. A student must seek an exception if the CDC level is 2 or higher. Faculty and staff must seek an exception if the CDC level is 3 or higher.
Where can I find instructions on completing the international travel registration?
- Create a new registration for each international trip
- Login to saved registrations – to view current or previous applications
- Create a new registration –for each international trip
- Log in to saved registrations to view current or previous applications
Instructions are embedded within the registry.
Why is the international travel registration asking for a program term when I am traveling for research/conference and not study abroad?
This is part of the software language. We continue to work with our software provider to improve and streamline the process. You will be able to list the type of travel you are completing within your portal.
If I am studying abroad, do I need to complete an international travel registration?
No, students who have already completed a study abroad application on programsabroad.utk.edu for the dates they will be abroad do not have to complete an international travel registration.
Do I need to register if I am a student traveling independently (research, service–learning, conference, internship, independent study, etc.)?
Yes, you must register if you are:
- traveling abroad on university funds
- traveling abroad on university business without University funds
- traveling abroad and receiving academic credit
- traveling abroad on noncredit programs sponsored by academic programs or departments
What is in place for medical insurance and 24/7 assistance in case of a medical need?
The University of Tennessee, Knoxville provides medical insurance and a coverage of 24/7 assistance in case of a medical incident while traveling internationally for university business. More information is available at: https://cge.utk.edu/intlsos/
Travelers are encouraged to review the following:
- UTK Digital Membership Card
- Why Should I Call International SOS?
- Insurance Policy Brochure
Will the university pay for my medical expenses while I am abroad on official university travel?
No, the university does not pay for the medical expenses of UT faculty, staff, or students.
The University of Tennessee, Knoxville provides blanket international travel insurance policy underwritten by Chubb Insurance with 24/7 travel assistance services provided by International SOS. Consult the following website for more information: https://cge.utk.edu/intlsos/
Does workers’ compensation apply if I am traveling on official international university travel?
If I have a medical emergency and need to change my flight, what do I do?
You should contact your travel agent or airline first. (Note: Be aware that changes may lead to additional fees.)