INTERNATIONAL TRAVEL REGULATIONS
FOR FACULTY, STAFF AND STUDENTS
TRAVELLING INTERNATIONALLY?
• If you are an employee of the University traveling
internationally on official University business you
must comply with State Risk Management Rules
and U.S. State Department requirements.
• This includes: Faculty, Staff, Student Employees,
and Volunteers acting WITHIN THEIR SCOPE OF
EMPLOYMENT.
• Students participating in foreign travel as part of
their normal coursework are excluded.
UCO RISK MANAGEMENT
REQUIREMENTS
• While planning a trip, Risk Management requirements must
be adhered to or the foreign travel will not be allowed.
• The following information must be communicated to Risk
Management as soon as it is known who will be traveling and
the intended destination.
– Number of employees Traveling –There must not be more than 5
employees on any one airplane flight. If more than 5 employees
are planning to take a trip, separate flights must be taken.
– Destination and Duration of travel –This must be communicated to
Risk Management at the beginning of the planning process, i.e. as
soon as the traveler knows where they are to be traveling.
Destinations will be reviewed to determine insurability. In some
cases, coverage is not extended to countries experiencing a high
level of civil unrest, war, or terrorism.
FOREIGN TRIP INSURANCE FORM
• You should have already notified Risk
Management of your initial plans, but after
you have finalized your travel plans, you
should notify Risk Management with an
update of those plans.
• The Foreign Trip Insurance Form should be
filled out by the employee (or designee) once
all arrangements are made, and then
submitted to UCO Risk Management.
SPECIFIC INFORMATION NEEDED
The Foreign Trip Insurance Form requires that you provide the following
information:
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–
–
–
–
–
Country(s)
Number of trips (if you will be traveling to the country more than once)
Duration of trip(s)
Number of employees
Trip purpose and/or job functions performed
Number of U.S. nationals
• (US Citizens, who are UCO employees living abroad)
– Number of third country nationals
• (A UCO employee that is from one another country, such as England, and lives and works
in yet another country, such as China)
– Number of local nationals
• (A UCO employee who is from one another country, such as China, and lives and works in
that same foreign country)
– Number of foreign owned autos
– Payroll of employees living abroad
FOREIGN TRIP INSURANCE FORM
FOREIGN LIABILITY SURVEY FOR MARCH 1, 2009 THROUGH MARCH 1, 2010
Agency Name
Agency #
University of Central Oklahoma
120
Country
No. of
Trips
*US Nationals: US Citizens (employees) living
abroad.
**Third Country Nationals: An employee we pay
that is from one country (England for example)
and lives and works in another country (China for
example).
***Local Nationals: An employee we pay who is
from China (for example) and lives and works in
China.
Duration
each trip
No. of
Employees
How many
How many US Third Country
Nationals*
Nationals**
How many
Local
Nationals***
Job Functions Performed
Foreign
Owned
Autos
Payroll of
Employees Living
Abroad
STATE RISK MANAGEMENT INSERT
• The Oklahoma State Risk Management office
requires that all persons travelling on official
state (inclusive of university) business carry
the Executive Assistance card and passport
insert sticker.
• This can be obtained from UCO Risk
Management (see next slide).
EXECTUTIVE ASSISTANCE CARD
Front
Back
Passport
Insert
United States Passport
• Your official U.S. passport is
required for all international
air travel.
• If you do not have a
passport, you can learn how
to obtain one by visiting:
http://travel.state.gov/
United States Passport Cards
The wallet-size passport card is
convenient and less expensive
than the passport book.
However, the U.S. Passport
Card cannot be used for
international air travel. This
new travel document can be
used to enter the United States
from Canada, Mexico, the
Caribbean, and Bermuda at
land border crossings or sea
ports-of-entry.
CONTACT INFORMATION
• UCO RISK MANAGEMENT:
974-5994
[email protected]
• UCO Travel Office:
974-3340
• UCO Police (24 Hour Emergency Contact)
974-2345