International Travel

The University of Louisville hosted a forum on Ebola on October 28th in the HSC Auditorium.  Dr Ruth Carrico, Dr Forest Arnold, and Dr Paul McKinney spoke on Ebola trends, what we are doing to be prepared, and give general information on the disease.  Also, for those who are thinking about traveling, presenting, doing research, or studying in Africa there was information on interim travel policy regarding travel to the African continent.


As you prepare your travels, check to determine if the country you are visiting is on the Travel Warning List of the U.S. State Department or on the Travel Alert List.

If it is on either list, then please read the University Policy for travel to Travel Warning Countries for procedures to follow.  For questions, please e-mail Janet Batik or call 852-4114.

Out of Country Travel Procedures

  1. Complete Request for Authorization of Out-of-Country Travel” form (PDF).
    • Be sure to answer “How will your University responsibilities be covered during your absence?” include name of person covering.
    • List all funding sources and obtain approval of accounts.
    • Obtain signatures – yours and department head or supervisor
  2. Complete “Employee Release and Assumption of Risk” form (PDF) or Student Release Form (PDF) and obtain appropriate signatures. Read the bulletin "Tips for Travelers and Students Studying Abroad."
  3. Complete “Overseas Emergency Information Sheet (PDF)."
    Be sure to include:
    • Copy of passport.
    • Itinerary, including air/land travel arrangements and hotel name and phone number.
  4. Complete "University of Louisville Travel Certification (PDF)."  Questions concerning this for should be directed to William A. Metcalf JD, Director of Export and Secure Research Compliance .
  5. Forward to Ms. Janet Batik, 101 Bodschi Hall, at least 15 days prior to scheduled departure.
  6. Overseas travel insurance is recommended, and is available for purchase from various sources. University Travel Guidelines stipulate that fees for travel insurance are not reimbursable. They include, for example:
    • International SOS Assistance, Inc.
      P.O. Box 11568
      Philadelphia, PA 19116
      Phone: 1-215-244-1500 or 1-800-523-8662
      Fax: 1-215-244-0165
    • Diplomat International
      Global Underwriters Agency, Inc.
      3195 Linwood Road, Suite 201
      Cincinnati, Ohio 45208
    • International Teacher Identity Card (ITIC)
  7. Out of Country travel may not be reimbursed unless these procedures are followed as stipulated in the "Travel & Reimbursement Policy" approved by the Board of Trustees and effective 6/01/99.

Advice for Study Abroad, Foreign Exchange, or other Education-related Travel from the CDC