Essential International Travel Request Process

The *NEW* UMB Essential International Travel Request Form for Faculty/Staff (updated Aug. 18, 2021) is now available electronically using DocuSign.

IMPORTANT NOTE: The new form and process is an addition to the existing UMB online travel request process and is now a part of that processrequired for all UMB-related international travel.

Complete instructions are included in the form itself, and as each part of the process is completed and signed or initialed, it moves to the next required section automatically.

What’s New?

  • Faculty and staff UMB-related international travel to countries designated as U.S. State Department Advisory Level 1 and 2 require only a supervisor’s approval.

  • Faculty and staff UMB-related international travel to U.S. State Department Advisory Level 3 (Reconsider Travel) and Advisory Level 4 (DO NOT TRAVEL) countries require a briefing by International SOS prior to travel, approval of the appropriate Dean/VP or their designee, and the final approval of the Provost, in addition to the requirements for Level 1 and 2.

What's the Same?

UMB-related international travel must:

  • Be booked using one of the three UMB-approved travel agencies.

  • Be approved in the UMB online travel request system BEFORE travel.

  • Include the signed and witnessed UMB Risk Acknowledgement form (witness may be anyone EXCEPT the travel administrator) as part of the DocuSign process.

  • Abide by the above requirements and procedures. Any UMB faculty or staff traveler who does not follow these procedures may be denied reimbursement by UMB.

Criteria for UMB-approved essential international travel will overwhelmingly fall into one of the following categories:

  1. Humanitarian surge capacity;

  2. Technical support that cannot be provided remotely/locally, is time-critical and required to avoid a serious threat to the delivery and funding of the program;

  3. Support for critical incidents such as integrity and security;

  4. Psychosocial & medical reasons (including urgent need for R&R, high stress, risk of burnout, medical evacuation, and employees who want to return to their home country for reasons of safety & security);

  5. Other: Detailed justification must be provided.

Steps to Complete UMB Essential International Travel Requst Form:

  • Complete all items of the UMB Essential International Travel Request Form BEFORE uploading and attaching it to the legacy UMB online travel request form.

  • If the supervisor (or student advisor) agrees international travel for UMB is essential at this time and the planned work cannot be accomplished virtually or at a later time, the supervisor electronically signs the Essential International Travel Request Form and selects the person to whom the form should be routed next, either another approving official in the line of approval, or the Dean or Vice President or their designee.

  • Once the Dean or Vice President signs thEssential International Travel Request form, it will be automatically routed back to each of the signatories, including the traveler, with the attachments. Note that a copy will also go to the UMB President’s office.

  • Save a copy of the signed document with the attachments (Risk Acknowledgement form and draft itinerary) for attachment to the UMB electronic travel request system, as is the usual process.

Continue the Usual UMB Travel Request Process Online:  

  • Upload the completed, signed Essential International Travel form, with signed Risk Acknowledgement form and draft itinerary, to the online UMB travel request form within the UMB travel request and reimbursement system BEFORE booking travel (this is required before the travel agency is able to issue airline tickets).

  • Next, the usual electronic process with travel administrators then occurs. Travel administrators will now be looking for the new uploaded Essential International Travel Request form, with all required signatures, before moving the request up the approval line. Approvers will be made aware to look for the Dean/Vice President or designee’s signature on the new form before approval at the administrative level.


How do I access the Essential International Travel Request Form?

Click on this link, enter your UMID and password, then scroll down to the Center for Global Engagement to find the form.

Who can access the form?

Anyone with a UMB login may access and initiate the form. The routing of the form may be to anyone – in or out of the UMB system (i.e. the witness for the Risk Acknowledgement, Agreement and Release form).

Who should initiate the form?

Ideally, a UMB travel administrator will initiate the electronic form and enter the details required to route the form to the appropriate people. Upon opening the form, the first page requires the names and emails of everyone in the line of approval (traveler, supervisor, possibly a department head, then Dean or VP or their designee).

How do I find more information about this new form and process?

First, explore the international travel webpage. If you have a question that is not answered there, reach out to Virginia Rowthorn.