Pro-Out of Country Travel Procedures

procedure out of country travel modified Thu Mar 05 2020 09:22:02 GMT-0500 (Eastern Standard Time)

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University of Louisville

OFFICIAL
UNIVERSITY
ADMINISTRATIVE
PROCEDURE

PROCEDURE NAME

Out of Country Travel Procedures

EFFECTIVE DATE

May 13, 1999

PROCEDURE APPLICABILITY

This procedure applies to university faculty, staff, and students.

PROCEDURE STATEMENT

All faculty and staff traveling internationally on behalf of the university, regardless of funding source, are required to submit international travel requests. This is a two-step process, wherein the first is to submit required documents to the Travel and Expense module in PeopleSoft at least twenty (20) working days before the travel start date. Travelers should not purchase airplane tickets or make lodging arrangements until they have received pre-approval authorization from the International Center. 


The second step is to receive full Provost approval by submitting the travel itinerary and purchasing required international travel insurance available through the International Center.


Out of Country travel may not be reimbursed unless these procedures are followed as stipulated in the "Travel & Reimbursement Policy." 


Failure to comply with the procedures will result in disapproval of any reimbursement request.  



RELATED INFORMATION

Interim Policy on COVID-19 (novel coronavirus) https://louisville.edu/provost/travel/interim-travel-policy-for-covid-19

For anyone affiliated with the university traveling, studying, or presenting on university business who wishes to travel to a country on the U.S. Department of State Travel Advisory list or a CDC Alert Level 2 or Warning Level 3 country must follow University of Louisville Travel Warning Policy and procedures. Please allow an additional thirty days for the processing of these requests. The additional amount of time is required as we have to request approval from the University’s Travel Warning committee.

If you have any questions please send an email to fasit@louisville.edu or call 502-852-0295.

RESPONSIBILITIES

All university faculty and staff traveling internationally, regardless of funding sources, are responsible for following these procedures as part of their role at the university. 

FORMS/ONLINE PROCESSES

The Travel Procedure forms are located on the Office of the Provost’s website.

Group Trip procedures and forms 

The international travel process flowchart provides details of the international travel process for faculty and staff.

International Travel Insurance Information 

ADMINISTRATIVE AUTHORITY

Vice Provost for Diversity and International Affairs

RESPONSIBLE UNIVERSITY DEPARTMENT/DIVISION

Study Abroad and International Travel

University of Louisville

First Floor, Brodschi Hall

Louisville, KY 40292

502-852-0374

edabroad@louisville.edu 



HISTORY

Revision Date(s):

Reviewed Date(s):



The University Policy and Procedure Library is updated regularly. In order to ensure a printed copy of this document is current, please access it online at http://louisville.edu/policies.