Faculty & Staff International Travel
Supporting international endeavors for UofL faculty & staff
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The University is Louisville is committed to providing its students, faculty and staff opportunities to engage in international experiential learning, research and study abroad experiences. In an effort to ensure the health and safety of all members of the Cardinal community traveling abroad, all international travel for university business and academic programs, regardless of funding source, must be approved by the Provost’s Office prior to travel occurring. The International Travel Policy must be following by all UofL employees and students traveling abroad.
How to initiate the international travel process
To initiate the international travel process, please complete the following steps in the Travel Registry.
1
Log on to the Travel Registry using your UofL credentials
Travel Registry about2
Complete your traveler profile
3
Enter travel details
Add flight information, accommodation details, and more. Step-by-step instructions on how to create a trip can be found here.
4
Complete the necessary forms as prompted within the Travel Registry
5
Download and complete the ‘Request for Authorization of Out of Country Travel’ form
Your supervisor must sign this form indicating they approve the purpose and cost of your travel. After obtaining your supervisor’s signature, upload the signed form to the Travel Registry Essential Content tab.
6
Receive travel approval
Once all traveler profile and trip information has been successfully added to the Travel Registry, the International Center will review and determine if your travel is approved. You will receive notification via email and Travel Registry.
For travel to a country that has a level one or two Department of State Travel Advisory, you are permitted to purchase flights once your Request for Out of Country Travel Form has been signed by your supervisor or department chair and the dean.
You are not to purchase flights to a country that has a level three or four Department of State Travel Advisory until you have Provost Approval.
How to complete your profile
The first time you log in, you will be directed to the profile page. Please complete the profile page with the required information. This only needs to be done once.
Any changes on this page should be saved by clicking the “Save” button in the top right of the page.
You can return to your profile later by clicking the “My profile” link from the hamburger navigation menu in the top left corner.
1
Fill out the required information
Only information marked with an asterisk will be required. Save.
2
Add a delegate
To add a delegate, click on the person symbol in the upper right corner. Choose settings.
Note: A delegate user must have a profile set up in the Travel Registry before they can be added as a delegate.
3
Enter additional information
Sections are also provided to enter your home city, home airport, gender, ethnicity, date of birth and additional email addresses, upload a copy of their passport, and to upload a profile photo.
Note: The home airport field will be used as the default departure airport of the first leg of any trip in which the traveler will travel by air (see Traveler Trips).
4
AlertTraveler mobile app
The profile page also includes an “AlertTraveler mobile app” section which provides the traveler with an activation key, revealed by clicking the eye icon, and an “Email me my password” link for the AlertTraveler app. You can also choose whether you would like to receive SMS notifications when affected by an AlertTraveler alert and can provide an SMS phone number.
You can download the Alert Traveler app at the App Store or Google Play.
You can refer to our knowledgebase article about the AlertTraveler mobile app for more information.