Get your passport ready!
Things change rapidly these days - pandemics, political climates, and environmental threats, to name a few - and UMB wants to be sure we can help YOU wherever you are if changes happen quickly.
International travel with UMB requires prior authorization and use of a UMB-approved travel agency to procure tickets and accommodations. Our team can assist with these requirements and more to ensure your travels are smooth and safe.
Steps for International Travel for Faculty & Staff
*Important* Please note Concur uses security risk ratings as provided by Travel Link, an additional resource that provides information about the destination country. However, UMB will continue to use International SOS’s travel security risk ratings while assessing travel to high or extreme-risk travel security destinations.
**Important** Please note that starting from January 1, Travel Leaders will be the only UMB-approved travel agency.
Step 1: Take Personal Safety and Security training
We highly recommend you take DisasterReady's online training for international travelers. Start with Personal Security Awareness (15 min.), Preparing to Travel (10 min.), and Vehicle Travel Safety and Security (10 min.).
Step 2: Check if you are traveling to a high-risk destination
Are your destination countries rated High or Extreme Travel Risk by International SOS? Click here for a step-by-step guide on how to check using the UMB portal on the International SOS website. You'll need the answer in order to complete the form in Step 3.
Step 3: Sign the International Traveler Attestation Form
Complete and sign the Faculty/Staff version of the International Traveler Attestation Form with Risk Acknowledgement. Then make a PDF version to upload. If you indicate a high-risk destination, your form will be routed to International Operations for approval.
Step 4: Request Travel Authorization
Enter your travel request in UMB's eTravel System. As part of the request and approval process, upload the International Traveler Attestation Form. Prior authorization is required for all international travel. Take a screenshot of your travel approval for providing to the travel agency.
Step 5: Book your travel with a UMB-approved travel agency
Book your travel using a UMB-approved travel agency, unless an exception has been granted in writing. (See below for more about an exception.) The travel agency will notify International SOS of your itinerary.
Step 6: Get the International SOS resources you need
Be sure to download the International SOS app for mobile-phone access to their services while traveling, and print a copy of the International SOS membership card to carry with you. See also Travel Safety & Security and International SOS.
Changes to your itinerary?
Go back to Step 2: Get prior approval if you are traveling to a high-risk destination.
Back home? Submit for reimbursement.
Once you return from your travels, promptly submit for reimbursement of your travel expenses.
Yup! This policy applies to:
- All UMB personnel, regardless of funding source
- Authorized affiliate employees and other nonemployees whose travel is paid for, in part or in whole, with UMB Funds
- UMB personnel regularly performing their UMB duties in Maryland
- UMB personnel regularly performing their UMB duties out of state
- The purchase of transportation, lodging, meals, and other expenditures charged to UMB Funds and paid directly to a travel services provider or reimbursed to the traveler
- All UMB Business Travel that takes place internationally, even if the traveler does not enter or leave the United States
The only types of travel this does not apply to are:
- Moving and relocation of UMB personnel
- Travel undertaken by registered UMB students that does not qualify as UMB Business Travel (see more on UMB Business Travel below under What counts as "UMB Business Travel"?)
Will any UMB Funds pay for any travel expenditures? Then likely the trip counts as UMB Business Travel, as defined in the UMB Policy on Business Travel for UMB Employees and Nonemployees and as follows:
UMB Business Travel = any trip undertaken for UMB business purposes or UMB employee work-related business is UMB Business Travel
- It includes travel of UMB Personnel who participate in academic travel as part of their job functions.
- It excludes an employee’s regular commute between home and the workplace.
- It applies not only to employees but also to authorized affiliate employees and other nonemployees whose travel expenditures will be charged, in part or in whole, to UMB Funds.
- It applies to enrolled students traveling for academic benefit, as relates to their course of study
UMB Funds = All funds administered by UMB, regardless of fund source. UMB funds include State-appropriated general funds, tuition, fees, and other income, as well as auxiliary funds, revolving/discretionary funds, Designated Research Initiative Funds, gifts, contract or grant revenues, and other restricted funds.
Why? UMB requires pre-authorization of travel to support fulfillment of UMB's commitment to the safety and security of those traveling on UMB business, to assure compliance with US government regulations and sponsor terms and conditions, and to assure proper and judicious use of UMB financial resources.
UMB Employee: Your travel must be approved by your supervisor and by a person with fiscal authority for the funds used to pay for the travel - see UMB Policy VIII-14.00 (A) Policy on Approval, Payment and Reimbursement of Personal Business-Related Expenses of UMB Employees.
High-risk destination: If traveling to a high- or extreme-risk destination, the travel must be cleared by the AVP of International Operations or their designee, as per Step 2 above.
No problem! The UMB unit you're traveling under gets the pre-approval and books the travel on your behalf before you start traveling. See the Nonemployee International Travel Information for details.
Seek approval right away! You are still required to submit a travel request, upload a signed International Traveler Attestation Form with Risk Acknowledgement, and obtain authorization in UMB's eTravel System prior to your departure.
Would you like to pursue an exception and obtain permission to procure the ticket elsewhere? Reasonable exceptions most often arise in the rare case that a traveler’s departure and arrival destinations are outside the US and involve no stop within the US. Seek prior written approval from your supervisor or department administrator to proceed. You still need to follow ALL the other UMB procedures, starting at Step 1 above.
Did you already procure the ticket with an unapproved travel agency? You still need to follow UMB procedures for seeking pre-approval of travel and authorization of related expenditures. Start at Step 1 above with the Personal Safety and Security training. Be forewarned that you do risk denial of your reimbursement request for that airfare.
In both cases, you must manually enter your travel itinerary into the International SOS system. You'll need to add your Trip via MyTrips (which may require registering first). International SOS provides a User Guide for how to do this.
You still need to follow ALL the other UMB procedures, if this counts as UMB Business Travel:
Recommended - UMB Step 1: Take Personal Safety and Security training.
Required - UMB Step 2: Get prior approval if you are traveling to a high-risk destination.
Required - UMB Step 3: Sign the International Traveler Attestation Form with Risk Acknowledgement, Agreement, and Release.
Required - UMB Step 4: Request and obtain travel authorization. Do not skip this step!
DIFFERENT from UMB Step 5: Since another organization is paying, book your air travel as required by that organization or on your own.
ADDITIONAL Step: You must manually enter your travel itinerary into the International SOS system. You'll need to add your Trip via MyTrips (which may require registering first). International SOS provides a User Guide for how to do this.
Recommended - UMB Step 6: Get the International SOS resources you need.
Every country has its own process, requirements, and fees for applying for a visa. Some countries may require you to travel to an in-person appointment at a consulate or embassy in select US cities. You can find current visa information by contacting the consulate or embassy of your host country.
- Check the visa requirement for each country you are visiting and traveling through.
- Apply for visas through international consulates and embassies.
A consular office may deny your visa application, so it’s best to adhere to their requirements and apply as early as possible. It is important that you know what is required of you before attempting to enter a country. Failing to obtain a visa could result in a denial of entry into a country and even criminal charges.
Please contact firstname.lastname@example.org to discuss your options. We're concerned about your personal liability, as well as UMB's. It may be prudent for UMB to use the MGIC mechanism for entering into some vehicle rental contracts.
- Renting a car or other vehicle is considered a procurement, so do follow UMB procurement procedures.
- UMB/MGIC may need to acquire motor vehicle insurance for your rental car.
- We may want to ask legal counsel in your destination country to review the rental contract if the contract amount is high and/or the duration long.
- Rental costs that will be charged to a federally funded grant or contract must meet the requirements of the US government’s Uniform Guidance (2 CFR 200.465).
REPORT ANY CRASH OR OTHER INCIDENT in which a person is harmed or a vehicle is damaged. Notify us within 24 hours via the International Safety & Security Incident Hotline.
How can you reduce your risk of a vehicle crash or other safety incident?
Allow only authorized personnel to drive the vehicle and follow this list of precautions:
- Abide by traffic rules and regulations, including those related to speed limits.
- Do not use mobile phones and similar devices while driving, even if traffic regulations allow for that use.
- Do not drive while under the influence of drugs or alcohol.
- Ensure the vehicle is equipped with a seatbelt for each passenger, and require that passengers wearing seatbelts at all times when the vehicle is in motion.
- Wear a helmet at all times if riding a motorcycle, moped, or scooter, and require that any passenger also wear a helmet.
- Carry safety supplies, such as flares, a fire extinguisher, a first aid kit, and any other items required by local law.
- Avoid travel after nightfall and in insecure areas.
In insecure environments: Make sure you're educated on what to do if you have a car crash and how to handle checkpoints, roadblocks, and other activities by armed groups.
Wanting a cash advance to pay for lodging, food, and other travel costs?
In general, UMB does not provide travel or other cash advances. Whenever possible, the University should pay directly for your major travel expenses such as your airfare, lodging, and vehicle rental.
For smaller expenses, you need to pay out of pocket and seek reimbursement upon completion of travel - see UMB's Travel Reimbursement procedures for details.
Seeking a cash advance for payment of other business expenses while traveling?
- Planning to provide an international collaborator with an honorarium?
- Planning to rent training space and pay for training materials, participants' per diem, coffee/tea breaks, etc.?
- Planning to pay for casual labor for field research work?
- How do a I pay a person or entity outside the US in cash?
- Can I pay an honorarium to a person outside the US in cash?
In general, UMB recommends not making payments in cash to persons or entities outside the US, especially when the financial consideration exceeds US$200 or the equivalent in foreign currency.
Hmmm, we should probably talk about why you're going to any of these countries, as research and other activities may be restricted. More information is available on the UMB Export Compliance - International Travel webpage but probably best to contact us at email@example.com!
Yes! Please send the following information to International Operations at firstname.lastname@example.org.
- Your full name
- Your date of birth
- Travel start date
- Travel end date
- Country or countries you are traveling to
International Operations will work with UMB's international travel insurance broker to obtain a letter for you.
If you'd like to add on personal travel for leisure or other purposes, that's fine, BUT...
- If your personal travel increases the cost of your airfare or other travel expenses, you personally must pay that increased amount, preferably at the time of purchase.
- If your airfare, lodging, or other expenses have been paid by UMB, you must reimburse UMB immediately for the cost that exceeds the business portion. For airfare, that means submitting your reimbursement PRIOR to flying.
- Expenses for any portion of a trip that is not for UMB business purposes must be CLEARLY identified and excluded from your request for reimbursement of travel expenses.
Remember! All expenses charged to UMB funds must be entirely for UMB Business Travel.