Academic and administrative faculty and students traveling to a foreign country for purposes related to their employment or academic fulfillment with the University must comply with the NSHE International Travel Policy, Title 4, Chapter 23 of the Board of Regents Handbook.
International travel requests and exceptions will be considered in the following circumstances:
- Travel to countries designated Level 2 or below by the U.S. Department of State AND up to Level 3 by the Centers for Disease Control and Prevention (CDC) will be approved without a review by the Travel Risk Assessment Committee (TRAC).
- Travel to countries designated Level 4 by the Centers for Disease Control (CDC) for COVID-19 only OR Level 4 for COVID-19 and U.S. Department of State at Level 3 and below will be reviewed by the Travel Risk Assessment Committee, which is required to follow the guidance and recommendations by the U.S. Department of State and the CDC for International Travel.
- Travel requests and exceptions that do not meet these criteria will not be reviewed.
Travelers are asked to:
- Complete and submit the Faculty/Staff International Travel Registry for all travel requests at least three weeks prior to departure.
Faculty and Staff traveling with students are asked to:
- Inform students on an employment contract (i.e., Graduate Assistant, Teaching Assistant, Research Assistant, or Fellow) to follow the same procedures outlined below.
- Contact Gregory Stephany, (Executive Director, International Programs) at gregory.stephany@unlv.edu, or visit the Office of International Programs website for information regarding the policies and procedures affecting travel with students NOT on an employment contract.
UNLV is required to be compliant with the Board of Regents (BOR) policy on International Travel, Title 4, Chapter 23 (rev. 9-17). These procedures help ensure compliance with this BOR policy and help protect faculty, staff, and students involved in any work-related international travel. Work-related travel includes conferences, performances, collaborations, sponsored projects, research work, etc. Travel to U.S. Territories is considered international travel. Domestic travel and travel solely for personal reasons are excluded from this policy.
Travel Registry
All faculty/staff traveling for university-associated business, regardless of source of funding and whether on contract (e.g., summer or winter break for 9-month contract faculty), must follow these procedures.
The Travel Registry consists of completing two forms:
Step 1 of the International Travel Request requires basic travel information including dates of travel, destinations, export control, passport, and depending on the travel restrictions, the completion of the request for travel exceptions. An administrator’s approval will be required electronically after completion of Step 1.
Step 2 of the International Travel Request form requires the details of the travel, such as flight and lodging information. Information provided in Step 1 will be pulled into the Step 2 form to facilitate the completion of the form.
- Submit travel documentation through normal departmental and/or college reporting procedures.
- Complete Step 1 of the International Travel Authorization Request.
- Include the name and contact information for your Chair/Director, Dean, or immediate supervisor (e.g., Vice Provost, Associate Vice President) or faculty advisor (in the case of students) responsible for approving your travel.
- Review travel advisories from the Department of State and alerts from the Centers for Disease Control.
- Submit the appropriate levels in the International Travel Registry. Responses and security levels for each destination will be reviewed after you submit the travel registry. You may be asked to complete additional information if areas within the region you will be traveling to have elevated security risks and are still listed by the Department of State as a Level 1 or a Level 2 destination.
- After receiving approval and if appropriate, submit the Spend Authorization in Workday. Please refer to the Office of the Controller Travel Program.
- Complete Step 2 of the International Travel Authorization Request form using the link included in the approval email.
Travel Restrictions
Faculty/Staff traveling to locations where traveling advisories are at a Level 3- Reconsider travel or Level 4- Do not travel will be automatically prompted to complete the questions requesting a travel exception to the International Travel policy.
Steps
- If prompted, complete questions requesting an exception to the International Travel Policy. Your responses should address the specific risks described in the Department of State Travel Advisories and/or the CDC Health Notices for locations where traveling advisories are at a Level 3 or Level 4.
- Request for travel exceptions require a review by the Travel Risk Assessment Committee.
- The traveler may be asked to provide additional information.
- The traveler will be notified of the decision via email. All decisions of the Executive Vice President and Provost are final and may not be reconsidered or appealed.
Provisions of the International Travel Policy
The policy requires all institutions to put in place procedures for the following provisions.
- Enhance the institutional review procedures for faculty and staff traveling abroad for any NSHE or institution affiliated activity.
- Create and maintain the travel registry and communication procedures to help facilitate response to an emergency or critical incident abroad.
- Ensure insurance requirements are in place for those who travel internationally in conjunction with any NSHE or institution affiliated activity.
- Review travel warnings and restrictions in order to assess risk when traveling to destinations where health, safety, or security risks are determined to be of sufficient significance as to require unusual caution.
- Enhance procedures to manage export control regulations due to technology, software, and/or technical data being taken out of the country, and/or due to the travel destination.
- Ensure travelers are aware of the application of codes of conduct while traveling abroad.
- Establishing procedures for post trip reviews.
University Travel Registry
Faculty traveling on university business, conducting research, representing the university (e.g., attending academic conferences), and/or using university funds (including grant funds processed through UNLV) are required to record their travel itineraries and contact information before their trip. Access to data collected as a result of the NSHE Policy Title 4, Chapter 23 will be limited to administrators with a need to know this information.
Note: Qualtrics provides sufficient protection for personal and private information collected in the International Travel Registry.
Travel Warnings and Restrictions
UNLV sets guidelines relating to how, when, and where faculty/staff may travel for UNLV- associated travel as it pertains to the U.S. State Department Travel Advisories or Alerts and/or Centers for Disease Control and Prevention Health Notices. Accordingly, UNLV observes the following policy:
If the United States Department of State or the Centers for Disease Control issue a Travel Advisory, Alert or Health Notice for a particular country or region within a country, UNLV may suspend approval for travel by UNLV faculty/staff in that country, as well as travel through that country, as long as the warning is in effect, unless an application for a waiver of such policy is granted. A similar policy is in effect for UNLV- related student travel. These policies exist in deference to U.S. State Department and Centers for Disease Control security expertise, and are observed to maintain the safety of UNLV Faculty, staff, and students on UNLV-related travel.
If a faculty or staff member is already in the country or region when a Travel Advisory or Alert that prohibits, forbids, or recommends deferral of all but essential travel to a particular country or region is issued, the Travel Risk Assessment Committee will make a recommendation to the Executive Vice President and Provost, whose decision will be final.
It is recommended that all faculty and staff traveling for NSHE/UNLV-related activities register their international trips with the Department of State using the Smart Traveler Enrollment Program (STEP).
Export Control
International travel is encouraged and supported at UNLV, as there are many benefits to us, as an institution and to you as a researcher. However, there is also a degree of risk associated with international travel, especially with regard to the security of technology resources like laptops, smartphones, and mobile devices. Export Control questions are included in the Registry. For additional information, please contact Chelsea Holmes, Export Control Officer, at chelsea.holmes@unlv.edu or visit the Export Control page on the Research and Economic Development website.
Insurance Requirements
Business Center South (BCS) institutions are engaged around the world through research, educational activities, and services. BCS encourages and supports international travel by faculty, staff, and students. Risk Management and Safety provides the following information to assist travelers while traveling abroad.
Learn more about international travel insurance
Administrative approval must be secured to activate additional travel insurance covered by AIG Travel. AIG Travel provides assistance to NSHE employees while traveling internationally for business.
- AIG also provides a mobile app to assist travelers with travel, security, and health information.
- Optional/additional travel insurance through CISI is available if you are traveling with your spouse, partner, and/or children. Visit the CISI site for more information.
Codes of Conduct
Travelers are subject to the laws of the locations they visit. The institution is not responsible for the violation of any local laws by travellers. The applicable Student Code of Conduct, the NSHE Code and Handbook, institution administrative manual, and other academic/institution/unit policies or rules apply to all travel in conjunction with NSHE or UNLV affiliated activity abroad.
Related Links
- Faculty Traveling with Students
- Workday
- Office of the Controller Travel Program
- Current List of Sanctioned Countries
- Office of the Director of National Intelligence
- FBI Best Practices for Academics Traveling Abroad
- World Health Organization
- Related Codes, Policies, and Handbooks
- UNLV Policies
- UNLV and Unit Bylaws
Contact
Jill Marker
702-774-2903
internationaltravel@unlv.edu