International Travel FAQs

•  All Faculty, Staff, and non-education abroad Students who are receiving University funds;
• All Faculty, Staff, and non-education abroad Students traveling internationally on University business without University funds (for example: attending a conference and all costs covered by the conference organizers, teaching on a study abroad program, research funded by a third party, international sabbaticals);
• Students traveling abroad for non-education abroad purposes sponsored by academic programs or departments. See next question for clarification.

Students receiving credit on the following types of programs do not use the Travel Registry:

• An exchange program
• Direct enrollment at a foreign institution
• An approved third-party program
• A faculty-led program

These students will use the Cardinals Abroad Portal. Contact edabroad@louisville.edu with questions about education abroad.

Students traveling for the following purposes do submit trips in the Travel Registry:

• Research
• Conference attendance/presentation
• Limited for-credit experiences where the student enrolls in a course through their UofL department (medical rotations, Speed School co-ops, SPHIS practicums, etc.)
• non-credit Brown Fellow enrichment projects

Most importantly, it is University policy for all travelers to file international travel forms. Additionally, if an emergency situation were to arise, the traveler may not be covered by worker’s compensation or the University’s liability insurance, and they will not have international travel insurance. Lastly, the traveler will not receive Provost approval and may not be reimbursed for expenses.

The information submitted in the Travel Registry is critical to the University’s risk management program and will allow the University to communicate with faculty, staff, and students in the event of an emergency.

Yes. Employees on sabbatical are still employees of UofL, and work done during a sabbatical is university-affiliated. The Office of International Travel is still responsible for their health and safety while traveling.

Once the forms have been signed by the traveler’s Department Chair and Dean (or comparable supervisors), the traveler and/or their department contact will attach the paperwork to a Travel Authorization in the T&E module on PeopleSoft. This step is obligatory, so that the Controller’s Office can keep track of who is approved to travel and is eligible for reimbursement. Contact the Controller’s Office with questions.

You can track the process in the Travel Registry. You will also receive an email upon approval.

Travel to countries with a Level 2 ranking on US Department of State’s (DOS) Travel Advisory list or the CDC's Travel Alert lists require additional steps for health, safety, and legal reasons. Travel to countries with a Level 3 or 4 ranking on the DOS' or CDC's lists and countries on the Department of Treasury’s Sanctions list require additional permissions for the same reason. The additional steps will automatically deploy in the Travel Registry if you are traveling to a level 2-4 country.

There are no additional steps for countries under a travel alert only or are on the CDC Level 1 list.

Provost forms can be found on the UofL Travel site.

Please visit the main International Travel page.

Please visit the Faculty-led Programs page.

• GEO students
• Non-medical students

Every traveler should carry a copy of their passport with them (in a separate location from their passport!) and leave a copy with a US emergency contact in case their passport gets lost or stolen.

No. Travelers going to a U.S. Territory (Puerto Rico, Guam, US Virgin Islands, American Samoa, Northern Mariana Islands) should follow domestic travel procedures.

Yes. Since Canada now requires a passport for all U.S. citizens to enter the country, the forms are required.

The Mexico Travel Warning is divided by state. When a Mexican state is listed as “no advisory is in effect,” no additional documentation is required.

While we want to limit these situations as much as possible, sometimes it happens! Start entering your travel in the Travel Registry and contact Melissa Lee to explain your situation.

Upon receiving approval from the Dean or Senior Administrator on the Request for Authorization for Our of Country Travel, travelers may purchase airline tickets and book accommodation.  Travelers requesting authorization to travel to a country with a Department of State Level 4 Travel Advisory should not book airline tickets or accommodations until receiving Provost’s approval.