International Travel Process

If you will be traveling out of the country to represent the University in any way, you will need to request authorization from the Provost using the School of Medicine process. In order to fulfill full Provost requirements for approval prior to international travel, all documentation for international travel requests should be submitted within a manageable amount of time, according to obligatory timeframes. As of January 1, 2020, all SOM faculty, staff, and student international travel applications will need to follow all guidelines and timelines set forth by the International Travel Office. Failure to follow the process will result in travel NOT being approved or reimbursed. SOM International travel requests and all required documentation will need to be managed within the appropriate timelines stated in the process.
STEP 1.  Visit the U.S. Department of State’s Travel Advisory List and review the information for the country to where the traveler will be visiting. (Levels 2-4 require additional steps including added risk releases; some countries are multi-level.)

STEP 2.  Visit the Centers for Disease Control Traveler Alert list for Clinicians and review the information for the country to where the traveler will be visiting. (Levels 2 and 3 require additional steps including added risk releases.)  Additionally, please visit the Department of the Treasury’s Sanction List to see if any advisories have been issued for the area(s) where the traveler will be visiting.

PLEASE NOTE: 
A. Submit travel request documents 20 working days in advance of travel to:
     i. Department of State Levels 1 and Level 2 Travel Advisory countries
     ii. CDC Travel Alert Levels 1 and 2
B. Submit travel request documents 30 working days in advance of traveling:
     i. U.S. Department Levels 3 and 4 Travel Advisory countries
     ii. CDC Travel Alert Level 3
If your destination is on any of the aforementioned government warning lists, contact the Office of Faculty Affairs Project Coordinator (502-852-6266) to obtain necessary additional University risk releases. If the area(s) you are traveling to are not on any of the government warning lists, proceed to STEP 3.

STEP 3. Visit the International Travel website  to obtain and complete current International Travel Authorization Request documents. (http://louisville.edu/provost/travel/international-travel/#OoC-Forms) Use the forms from the drop-downs under the carrots next to the appropriate for the traveler.

STEP 4. Scan completed documents from STEP 3, including scan of traveler’s passport, to Office of Faculty Affairs Project Coordinator () to obtain Dean-authorized signature. (Office of Faculty Affairs Project Coordinator will obtain appropriate signatures, return a copy to the sender with those signatures, and submit to the Office of International Travel for Provost Approval.)

5. Create a Travel Authorization (TA) in the PeopleSoft Travel & Expense Module.  Attach signed documents received from Faculty Affairs Project Coordinator in STEP 4.

6. The traveler will receive a pre-approval email from the International Center granting permission to purchase airfare, lodging, and CISI international travel insurance. Follow instructions in the pre-approval email to submit air itinerary, lodging information and to purchase insurance.

7. Provost designee will sign the request document and send a FULL Provost approval email to the traveler and their department contact. The FULL Provost approval email should be attached to the traveler’s Expense Report.