Nonemployee International Travel

Authorization is required for all international travel. The UMB unit paying for the trip is responsible for compliance with the UMB travel procedures for nonemployees. The UMB unit will need to request travel authorization and book the travel on behalf of the nonemployee who does not have access to UMB systems.

For more information, please consult the UMB Policy on Business Travel for UMB Employees and Nonemployees and the Procedure on Business Travel for Nonemployees.

Steps for UMB Units Arranging International Travel for Nonemployees

Before departure, contact the Global Hub or check the International Safety and Security team’s availability to directly request a pre-departure security briefing. It is a great opportunity to ask questions about the destination country and learn more about how UMB can support you while traveling.

Step 1: Recommend Personal Safety and Security Training

Encourage the traveler to register with and take International SOS's online safety and security courses. Information on how to access these trainings can be found under  Recommended Training for International Travelers. We strongly recommend Introduction to Membership (16 minutes) and Travel Risk Awareness (25 minutes) for all UMB travelers.

Step 2: Check If the Non-Employee Is Traveling to a High-Risk Destination

Are the traveler's destinations rated High- or Extreme-Risk by International SOS? Check for high- and extreme-risk destinations using International SOS. You'll need the answer in order to complete the form in Step 3.

Although Concur uses security risk ratings as provided by Riskline, an additional resource that provides information about the destination country, UMB will continue to use International SOS’s travel security risk ratings while assessing travel to high or extreme-risk travel security destinations. Learn more about the International SOS risk ratings.  

Step 3: Sign the International Traveler Attestation Form

Fill in the Travel Risk Security ratings for the traveler’s destination in the International Traveler Attestation Form for Non-Employees, and have the traveler sign the form. Once signed, you will receive an email with the completed form to attach to the travel request in Concur. If you indicate a high-risk destination, your form will be routed to International Operations for approval.

Step 4: Request Travel Authorization for the Non-Employee

Enter the travel request in UMB's Concur Travel System. If a destination is high-risk, upload confirmation of International Operations' approval for that travel. Authorization is required for all international travel. Take a screenshot of the travel approval for the travel agency.

Step 5: Book the Non-Employee's Travel

Use a UMB-approved travel agency to book the travel. The travel agency will notify International SOS of the traveler's itinerary. If booking outside UMB’s travel agency, manually enter the nonemployee's itinerary into the International SOS system.

Step 6: Advise the Non-Employee to Register with International SOS

Advise the nonemployee to download the International SOS app for access to their services while traveling and to print a copy of the International SOS membership card to carry with them.

Back Home?

Once the non-employee returns from their travels, promptly submit an invoice in Quantum Financials with a Non-Employee Business Travel Certification Form (NBTC) completed and signed by the traveler.

Changes to the Travel Itinerary?

Go back to Step 2. Get approval if they are traveling to a high-risk destination, then proceed with Steps 3-6. The revised travel plan must be authorized.