Nonemployee International Travel Information
** This information is for international travel by individuals who do not receive compensation through the UMB payroll system and/or who do not have a UMID, and whose travel counts as UMB Business Travel. **
Examples of nonemployees: Authorized affiliate employees, consultants, collaborating researchers, conference presenters, and partner representatives.
UMB Business Travel: Any trip undertaken for UMB business purposes or UMB employee work-related business is UMB Business Travel whose travel expenditures will be charged, in part or in whole, to UMB Funds.
UMB Funds: All funds administered by UMB, regardless of fund source.
Steps for UMB Units Arranging International Travel for Nonemployees
The UMB unit paying for the trip is responsible for compliance with these procedures. 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.
*Important* Please note Concur uses security risk ratings as provided by Riskline, 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: 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 here. We strongly recommend Introduction to Membership (16 minutes) and Travel Risk Awareness (25 minutes) for all UMB travelers.
Step 2: Check if the nonemployee is traveling to a high-risk destination
Check to see if one or more of the traveler's destination countries are rated High or Extreme Travel Risk by International SOS - click here for a step-by-step guide on how to do the check. Document the destination(s) security rating on the attestation form in the next step.
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 Nonemployees, and have the traveler sign the form.
Step 4: Request Travel Authorization for the Nonemployee
Enter the travel request in the UMB's Concur Travel System. If a destination is high-risk, upload confirmation of International Operations' approval for that travel. Prior authorization is required for all international travel. Take a screenshot of the travel approval for providing to the travel agency.
Step 5: Book the nonemployee's travel
Use the UMB-approved travel agency to book the travel, and the travel agency will notify International SOS of the traveler's itinerary. If booking outside of 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 non-employee 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 them.
CHANGES TO THE NONEMPLOYEE'S TRAVEL ITINERARY?
Go back to Step 2: Get prior approval if they are traveling to a high-risk destination - and proceed with Steps 3-6. The revised travel plan must be authorized.
BACK HOME? SUBMIT FOR REIMBURSEMENT ON BEHALF OF THE NONEMPLOYEE.
Once the person returns from their travels, promptly submit an invoice in Quantum Financials with a Nonemployee Business Travel Certification Form (NBTC) XLSX completed and signed by the traveler.
ANY QUESTIONS OR CONCERNS ABOUT YOUR UPCOMING TRIP?
Before departure, contact the Global Hub or check the International Safety & Security team’s availability to directly request a pre-departure security briefing. It is a great opportunity to ask questions about your destination country and learn more about how UMB can support your while traveling.