381.0 International Travel

Created by: Donald Pierce on 04/13/2015
Category: 3 - Finance and Administration; 80 - Service/Travel
 
Originator: Vice President for Finance and Administration; Academic Administration
Current File: 381.0
Adoption Date: 04/13/2015
Reviewed for Currency: 04/13/2015
 
Replaces File:
Date of Origin: 04/20/2015
 
Classification: Faculty; Human Resources
 
In Archive? 0


381.0 International Travel

 

A. Background

Furman University supports and encourages international travel and the collaborative efforts intended to provide a global perspective in accordance with its academic mission.  The university respects the academic freedom to pursue endeavors through international travel but balances this freedom with an understanding that travel to any foreign country has an array of risks.  This policy is intended to identify and mitigate such risks and to promote the health, safety, and security of all members of the university community while traveling abroad.

 

B. Policy

International travel is defined as travel outside of the United States. A consistent set of travel standards must be applied to faculty, staff, student groups, and students traveling outside the United States for university-related purposes, which may include but are not limited to study, research, internships, service, conferences, presentations, teaching, performances, or athletic competitions.

 

 1.  The university strongly encourages all members of the university community who are considering travel abroad to review and familiarize themselves with the political, health, crime and other safety-related conditions of any countries and specific locations within them in their planned trip.

2.  Approval Requirements

All Study Away program travel must be approved following procedures outlined in File 112.6 and File 190.8. All student groups or individual students traveling outside the United States for university-related purposes must have approval from the division that is sponsoring the program.

All other international travel must be approved in accordance with File 388.4, the Business and Travel Expense form, and the Business and Travel Expense Guidelines.

3.  Travel Registration

Any student or employee traveling outside the United States for university-related purposes is required to register his or her travel.

a.  For all travel with student participation, the program director, group sponsor, or individual traveler must register with the Office for Study Away and International Education.

b.  For all other international travel, the traveler is required to register with the Travel Office by submitting a fully approved Travel Request and Emergency Contact Information Form.

c.  All international travelers must register their travel in advance of their departure and report any changes to their registered travel itinerary prior to the expected departure date.  Changes to the itinerary that occur during the duration of the trip must be reported as soon as they become known.

4.  Insurance

Anyone traveling outside of the United States is required to verify travel abroad health insurance coverage either through the university’s blanket foreign insurance coverage or a university-authorized vendor.

5.  Consent, General Release and Indemnity Agreement Form

All students participating in a university-sponsored activity (as individuals or in groups) must complete an appropriate Consent, General Release and Indemnity Agreement Form. See File 367.5.

6.  Travel Warnings and Restrictions

The university reserves the right to prohibit or suspend travel for university-related purposes to any destination if significant health, safety, or security concerns pose extreme risks that warrant such a decision. 

University programs cannot include or promote internships, activities, or research in locations listed on the Office of Terrorism and Financial Intelligence Foreign Assets Control (OFAC) website.

The university will not be responsible for any travel to locations on the U.S. State Department Travel Warning List without appropriate pre-approval as defined herein.  Without such pre-approval the traveler will be traveling as a private citizen and not on behalf of the university. University funds cannot be disbursed, nor can academic credit be issued, for any travel without appropriate pre-approval as defined herein.

Requests for exceptions to travel to locations on the U.S. State Department Travel Warning List should be directed to the appropriate division vice president, who has the authority to grant exceptions.

7.  Export Control

Anyone concerned about taking equipment (such as a laptop computer) or information (including collaboration or training with foreign nationals) outside the United States, or working with a country subject to a U.S. trade embargo, should consult the Bureau of Industry and Safety at the United States Department of Commerce, The United States Department of State’s Directorate of Defense Trade Controls, and the United States Department of the Treasury’s Office of Foreign Assets Control.

8.  Accounting of Travel Expenses

International travelers who will incur expenses to be paid or reimbursed by the university must follow File 388.4, Business and Travel Expense, and the Business and Travel Expense Guidelines, as well as File 370.4, TAP Card Program and associated TAP Card Program Guidelines if applicable. The university will not disburse funds for international travel until the required registration and information forms have been completed and the travel has been approved according to the Business and Travel Expense Guidelines and the policy defined herein. 

9.  Accompanying Spouse or Guests

Study Away directors planning on spouses, children, domestic partners, and/or guests accompanying them, whether for the entire period of the program or for a shorter duration, must follow the procedure outlined below.

a.  Register with the Office for Study Away & International Education the name(s) of the individuals and the duration of stay.

b. Each accompanying individual above the age of 17 must complete an Affiliate Volunteers Agreement, and submit this form to the Office for Study Away & International Education.  Forms may be obtained on-line from Human Resources or from the Office for Study Away & International Education.

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