International Travel

  1. Out of Country Travel Procedures
  2. Out of Country Travel Forms
  3. International Travel Insurance
  4. Passport Notice

Out of Country Travel Procedures

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 outlined below will result in disapproval of any reimbursement request.  However, regardless of funding source, these procedures must be followed by all faculty/staff traveling as part of their role at the University.

The procedure may vary depending on your role or the country to which you are traveling:

  1. Faculty and staff, please file the forms below 20 working days in advance of your trip. Please read and follow all instructions under the forms regarding the Travel and Expense module in PeopleSoft.
  2. Faculty and/or staff leading a group trip, please submit the group trip forms.
  3. Non-study abroad students must obtain Provost approval as well. However, the Office of Study Abroad and International Travel requires a different version of the paperwork below. There are forms for GEO students and forms for all students.
  4. If the country to which you are traveling is on the U.S. Department of State’s Travel Advisory List (Levels 2-4), the CDC’s Travel Alert List (Levels 2-3), or the Department of the Treasury’s Sanctions List, additional steps are required.

Full details can be found in our process flowchart (PDF) and in the University Policy for travel to Travel Warning Countries. Requests to travel to countries on these lists should be submitted 30 working days in advance.

If you have any questions, please consult our International Travel FAQ, or contact Rebecca Dixon 852-0295.

Out of Country Travel Forms

Do not purchase airfare or make lodging arrangements until you have received authorization from the International Center. Authorization may be obtained by submitting the following forms:

  1. “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, and dean
  2. “Release and Assumption of Risk” form (PDF) and obtain appropriate signatures. Read the bulletin "Tips for Travelers and Students Studying Abroad."
  3. “Overseas Emergency Information Sheet (PDF)."
  4. "University of Louisville Travel Certification (PDF)."  Questions concerning this particular form should be directed to William A. Metcalf JD, Director of Export and Secure Research Compliance.
  5. If your destination is on any of the three government warning lists mentioned above (hyperlink to procedure section), contact us for additional forms and/or procedures.

Once all forms are complete and have approval signatures from department chair and Dean, the documents should be uploaded to the Travel and Expense Module in PeopleSoft. Please contact the Controller’s Office, 852-8237 if you have questions or need instructions. The forms will route to the International Center for their approval, and eventually will be approved by the expense manager.

When the International Center has received your paperwork, they will issue a formal pre-approval to purchase air tickets, lodging, and CISI travel insurance. After these items have been purchased, please forward the information to Rebecca Dixon at the Faculty and Staff International Travel Service Account. Once this information has been sent, the Provost designee will sign and send the full Provost approval email.

International Travel Insurance

Effective March 1, 2017, overseas travel insurance is required for all trips, and is available through the Office of Study Abroad and International Travel. University Travel Guidelines state that this travel insurance maybe reimbursed. For more information, go to our insurance page.

Once the travel request has been pre-approved, CISI insurance may be purchased by completing this form.

Questions concerning the enrollment and payment processes should be directed to Melissa Lee. Coverage questions should be directed to Virginia Hosono.

Passport Notice

Effective 5/15/15 the Office of Study Abroad and International Travel (OSAIT) will no longer be collecting passports for faculty/ staff/ EAM/ community members traveling internationally.  The OSAIT WILL collect passports for undergraduates and graduates traveling internationally.

Please make sure that you have reviewed the requirements relating to travel and entry documentation (passport, visa, etc.) for your destination country.  If you need assistance with making this determination, please contact Anthony Travel at 502-369-8400 or the Controller’s Office at 852-8237.