Faculty and Staff International Travel

Adopted Policy 6.7

Policy Purpose

To set forth the requirements that Faculty, Staff and volunteers must meet for University Business-Related International Travel.

Responsible Office

Center for International Education and Global Strategy, Division of Academic Affairs

Responsible Executive

Dean and Vice Provost for International Education

Policy History

  • Date of Permanent Approval:

Policy Statement

The University requires all Faculty, Staff and Volunteers engaged in University Business-Related International Travel to obtain immediate supervisor approval and register their international travel plans with the Center for International Education and Global Strategy, and obtain additional prior approval for specific high risk destinations.

Persons Affected

Faculty, Staff

Definitions

CIEGS is the University’s Center for International Education and Global Strategy.

Faculty and Staff is any person employed by the University or University Related Organization in any capacity.

High-Risk Travel Destinations are all International destinations that the United States Department of State has ranked Advisory Level four (4) “Do Not Travel” -- https://travel.state.gov/content/travel/en/traveladvisories/traveladvisories.html and the U.S. Center for Disease Control Level (3) Travel Health Notice.

International Travel is travel anywhere outside the continental United States, Alaska, Hawaii, Puerto Rico and the US Virgin Islands and US territories.

International Travelers are all Faculty, Staff, and volunteers undertaking University Business-Related International Travel.

International Travel Registry is the online registration system maintained by the Center for International Education and Global Strategy that serves as the repository of information on all University Business-Related International Travel.

University is the University at Albany, State University of New York.

University Business-Related International Travel is International Travel by Faculty, Staff or volunteers of the University or University Related Organizations to International destinations where such travel is supported by or related to the University, including, but not limited to, International Travel that meets any of the following criteria:

  • Funded in part or in full by University or University Related Organization funds; or
  • For which academic credit is awarded; or
  • Organized by, or affiliated with, a University group or organization; or
  • For purposes of University-related research, teaching, or conference attendance regardless of the time of year or sabbatical/leave status; or
  • Where International Travelers are representing the University and appear primarily in their role as employees of the University or University Related Organization on site.  

University Related Organization or Organizations is one or all of the following entities associated with the University: University at Albany Foundation, Research Foundation for State University of New York, University Auxiliary Services at Albany, Inc., University at Albany Bioscience Development Corporation, Alumni Association of the State University of New York at Albany, Empire Commons Student Housing, Inc., Student Association State University of New York at Albany, Inc., and University at Albany Graduate Student Association.

Policy

It is the responsibility of the Faculty, Staff and volunteers planning International Travel to travel only after they have taken all appropriate steps for legal, safe and secure travel and to obtain travel documents as well as visas and inoculations appropriate and/or necessary for their destination.

  1. International Travel approval and registration
    1. Faculty, Staff, and volunteers planning University Business-Related International Travel must a) receive immediate supervisor approval in advance of the proposed travel using the Application for University-Related Business Travel Approval Form (URBTAF) which must be completed at least thirty (30) days prior to business-related travel and b) register each trip with the University’s International Travel Registry maintained by the Center for International Education and Global Strategy (CIEGS).
    2. For International Travel to destinations United States Department of State Advisory Level One through Three (1-3)
      1. Faculty, Staff and volunteers need to register their trip with the University's International Travel Registry at least thirty (30) days in advance of the first day of travel, and preferably as soon as supervisory approval is granted either themself or via proxy. Exceptions to this registration deadline may be granted by the employee’s Dean or Director as circumstances warrant and must be noted on the University-Related Business Travel Approval Form (URBTAF).
      2. Faculty, Staff and volunteers traveling on a project that includes Students need to register at least thirty (30) days in advance of the first day of travel, and preferably as soon as supervisory approval is granted.
      3. Travel to High Risk Travel Destinations may not be registered unless an exemption for such travel is granted under Section C of this policy.
    3. It is the responsibility of Faculty, Staff and volunteers planning International Travel to check travel advisory information up to the date of departure at the U.S. Department of State website at https://travel.state.gov/content/travel/en/traveladvisories/traveladvisories.html and the U.S. Center for Disease Control Level (3) Travel Health Notice.
    4. The University, in its sole discretion, may withdraw authorization for University Business-Related International Travel up to the day of departure in instances where the International Travel Destination has become a High Risk Destination and the proposed travel does not meet the eligible exemption requirements detailed in section B of this policy. While the University will work closely with impacted parties of such a decision to identify solutions and minimize both financial, research, and programmatic impacts of such a decision, the University is not able to ensure full cost and/or academic credit recovery to those affected by a withdrawal of travel authorization or evacuation, nor will the University be liable for any financial or other losses incurred as a result of such withdrawal of travel authorization.
  2. High-Risk Travel Destinations
    1. The University does not permit University Business-Related International Travel to United States Department of State Advisory Level four (4) “Do Not Travel” countries or the CDC Warning Level (3): “Avoid Non-essential Travel” except with prior written notice from the Dean and Vice Provost for International Education granting an exemption and potential exemptions will only be considered in the following situations:
      1. For a funded research project or ongoing grant by a recognized agency in a country that became a High Risk Destination during the research grant period where further travel is a mandatory part of fulfilling grant obligations:
        1. Submit the International Travel High Risk Exemption Form to the Vice Provost and Dean for International Education to advise the University of the specific situation requiring an exemption at the earliest opportunity.
      2. For a grant proposal or proposal for funded contract by a recognized agency that includes International Travel to a high risk destination at the time of the proposal, where the proposed work is an intrinsic component of the Faculty or Staff’s professional expertise:
        1. Submit the International Travel High Risk Exemption Form to the Vice Provost and Dean for International Education to request an exemption before submitting such a proposal, at least thirty (30) days prior to the planned travel, or as far in advance as possible.
      3. For other instances where travel to a High Risk Destination is inherently connected to and necessary for a faculty, staff or volunteer’s professional expertise and/or research agenda:
        1. Submit the International Travel High Risk Exemption Form to the Vice Provost and Dean for International Education to request an exemption no less than thirty (30) days before the proposed day of departure.
      4. Each requestor will have an opportunity to meet with the committee as part of the review process of each specific request
  3. The Dean and Vice Provost for International Education chairs the committee to review and decide all requests for exemptions to the prohibition on travel to United States Department of State Level four (4) and CDC level (3) destinations.
  4. The International Travel Review Committee will consist of the Dean and Vice Provost for International Education, the Associate Vice President for Enterprise Risk Management, and the Vice President for Research or designee with ad hoc expert witnesses providing specific expertise on global risk, as appropriate to each destination from the SUNY Office for Global Affairs.
  5. Exemptions for International Travel to a High-Risk Destination will be granted for the duration of the funded research project or contract.  However, if additional High-Risk Destinations are added to a research project or contract, a new exemption for the newly added High-Risk Destination must be requested.
  6. Insurance
    1. Faculty and Staff undertaking University Business-Related International Travel are advised that additional travel-related insurance coverage, including, but not limited to, additional health insurance coverage, is available through CIEGS. CIEGS can provide information about, and facilitate purchase of such optional international insurance coverage available for purchase for all Faculty, Staff, and volunteers who are embarking on University Business-Related International Business Travel, which might cover gaps in a traveler’s already existing insurance coverage.
    2. Faculty and Staff should be aware that the purchase of the additional travel-related insurance coverage is required for all students undertaking International Travel and for Faculty or Staff led student International Travel, the Faculty or Staff leader is responsible to ensure that all students participating in such International Travel have the additional travel-related insurance in place prior to departing for the International Travel.
  7. Emergency coordination
    1. CIEGS will maintain the International Travel Registry as a database of all Faculty, Staff, and volunteers’ International Travel and will provide a list of Faculty, Staff, and volunteers currently in International Travel status to the appropriate University officials in the event of an emergency or as requested.
    2. In the event of an emergency, the University Police Department will be the first point of contact for travelers at 518-442-3131 as dispatchers are on duty 365 days a year, 24 hours a day. The dispatcher will contact the Dean and Vice Provost for International Education or his or her designee if the Dean is unavailable who will coordinate a response in consultation and in conjunction with other University offices as needed. University Police will also notify the Provost and Senior Vice President for Academic Affairs or their designee.
  8. This policy is effective immediately upon approval.

Procedures

A. International Travel Registry Instructions

  1. After you receive travel authorization from your supervisor please register with the International Travel Registry using the appropriate button for registering a trip for yourself or for another University employee.
  2. Upon registration, you will receive information on how to purchase supplemental international health insurance. Valid for the duration of your time abroad, this health insurance policy costs approximately $2 per day.

  3. You can also download step by step registration guidance.

  4. Specific questions about the registration process should be directed to the Center for International Education.

  5. For information regarding the supplemental health insurance, please contact [email protected] or call 518-591-8172.