International Travel Policy

*The overall planning effort is informed by guidance from the federal and state governments, national and local public health agencies, the Nevada System of Higher Education, and experts at UNLV. Because conditions are fluid, the plan is designed to be flexible and sensitive to changing contexts. Any future dates are anticipated and planning purposes only.

Domestic Travel Registry

  1. Use this link to request an exception to the UNLV restrictions for non-essential domestic travel.
  2. All exceptions will require administrator approval and will be reviewed by the Travel Risk Assessment Committee.

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.

Procedures for all International Travelers

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. To complete the Registry, be sure you have all travel and lodging information and copies of your passport. An administrator’s approval will be required electronically for all submissions to the University Travel Registry and (when appropriate) Travel Exemptions. Download a PDF version of the entire process.

Steps
  1. Submit travel documentation through normal departmental and/or college reporting procedures.
  2. If appropriate, submit the Spend Authorization in Workday.
  3. Complete the University Travel Registry.
  4. 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.
  5. Review travel advisories from the Department of State and alerts from the Centers for Disease Control.
    1. Department of State Travel Information
    2. Centers for Disease Control Health Notices
  6. Submit the appropriate levels in the 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.

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 Travel Exemption form.

Steps
  1. Complete the Travel Exemption form only if you are traveling to locations where traveling advisories are at a Level 3 or Level 4.
  2. Request for travel exemptions require a review by the Travel Risk Assessment Committee.
  3. The traveler may be asked to provide additional information.
  4. 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.

Additional policies and procedures apply to faculty traveling with undergraduate or graduate students. Please contact Greg Stephany, Associate Director of International Programs at gregory.stephany@unlv.edu, or visit the International Programs site for more information.

Provisions of the International Travel Policy

The policy requires all institutions to put in place procedures for the following provisions.

  1. Enhance the institutional review procedures for faculty and staff traveling abroad for any NSHE or institution affiliated activity.
  2. Create and maintain the travel registry and communication procedures to help facilitate response to an emergency or critical incident abroad.
  3. Ensure insurance requirements are in place for those who travel internationally in conjunction with any NSHE or institution affiliated activity.
  4. 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.
  5. 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.
  6. Ensure travelers are aware of the application of codes of conduct while traveling abroad.
  7. 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.

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 Jill Zimbelman, Export Control Officer, at jill.zimbelman@unlv.edu or visit the Export Control page on the Research and Economic Development website.

Insurance Requirements

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. To see what services are included in this coverage, please visit the UNLV's Risk Management site.

  • Please be sure to copy and print the AIG Travel Guard WorldRisk Assistance Card. 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.