6-12 Months Prior to Departure (as soon as travel is known but no more than a year and registration completed no less than 30 days prior to travel including the Risk Mitigation or TTAC process for Travel to High Risk locations which takes a minimum of 2 weeks)

1. Apply for your passport/renew your passport
   1. Be Aware: If you have a valid, unexpired passport, your passport should be valid for at least 6 months after the planned return date of your trip. 
   2. Be Aware: There should also be at least two pages available for stamps in your passport.
2. Register through KU CONCUR Request, then upon Concur approval a ‘draft’ Workday travel spend authorization is created. Traveler or department administrator finishes and submits the spend authorization for approval regardless of funding source.
   1. If Traveling to a High-Risk location, submit the Travel Risk Mitigation form through the Concur Request process and receive acceptance.
3. Apply for your VISA (if applicable)
   1. Submit a color copy to your travel record in Concur. 
   2. Do you need assistance applying for your VISA?  Contact srader@kumc.edu.
      1. Be Aware: This process should start 4-6 months in advance;
      2. Be Aware: If you are not a US Citizen, VISA processing times and requirements vary from country to country;
4. Make your travel arrangements through KU CONCUR Travel or with our CTP travel agents.
   1. If purchased through KU CONCUR or CTP, your itinerary will be part of your record.  If purchased by an outside agency, you will need to upload your itinerary.  Contact lorigutsch@ku.edu.  Please note that if university funding will be used to purchase the tickets, you must use KU CONCUR or CTP.
      1. Be Aware: If you travel through another country to reach your destination, you may need a transit VISA. 
      2. Be Aware: If you are not a US citizen, a transit VISA may be required of you even when it is not required for a US Citizen.
5. After submitting the Travel Request in KU CONCUR
   1. Create an estimated budget for the international travel.
   2. Someone in the department will need to do a spend authorization in workday for the trip for reimbursement (even if not getting reimbursed).  This step can be completed by the traveler or an administrator.  For this spend authorization step, these items are needed:
      1. a reimbursement of trip justification,
      2. description of the travel (what is the reason for the international travel/what will the traveler do)
      3. projected expense items for the entire trip (include everything, for example – airfare, parking, hotel, food, phone, transportation to and from airport in KC and destination hotel, conference registration or clinical elective fee)
      4. add in attachments of hotel reservation, preliminary itinerary and preliminary agenda (conference or educational experience), emails about plans etc.

2-4 Months Prior to Departure:

1. Explore culture and developing your cross-cultural competence by attending some of the many cultural events on campus through the OIP office.
2. If collaborating with international university partners, notify OIP.
   1. Complete the CFHI Pillars of Global Health
      1. OIP will send the registration directions to you. The cost of enrollment has been covered by OIP.
      2. This is a 7-10 hour course.
      3. Forward your certificate upon completion to OIP
   2. Complete Expectations for Ethical Photos, Videos, and Social Media
3. Complete STEP Enrollment
   1. If you are a non-U.S. citizen, you may register to receive alerts, but it is highly recommended to check with your own country's embassy or consulate for similar traveler safety services
4. CITI Training: enroll yourself in the International Travel course online from The Collaborative Institutional Training Initiative (CITI Program) online at https://www.citiprogram.org/ 
5. If faculty-led or group IEE, attend the group pre-departure meeting. If traveling alone, review the travel tips on the OIP website.
   1. Pre Departure Suggestions and IEE Problem Solvers
   2. Travel Resources and Tips
   3. Mobile Phones Abroad Information
6. Check the CDC for recommended vaccinations.  Be sure to check for immunizations required for transit as well. http://wwwnc.cdc.gov/travel/destinations/list

While traveling,

1. Retain all receipts for expenses.
   1. Food: If each meal expense will be reimbursed rather than a per diem paid (endowment typically requires receipts and state money typically processes a per diem), retain all receipts for food. Traveler should check on the funding source and required documentation.
   2. If the traveler must pay cash at the international location, the traveler should carry a receipt book that can be completed for any reimbursable expense.  The date, description, amount and signature from vendor must be on the receipt. ** note – credit card statements are not accepted by travel audit **
2. Track expenses on Sample Budget and Expense Excel

Upon Return and Within 15 days of return from international travel to enable a reimbursement within 30 days,

1. If receiving any reimbursement for expenses, within 15 days of returning, submit all receipts and required documentation so the reimbursement is completed per state rules within 30 days.
2. An expense report should be submitted in workday.  If applicable, an administrator can do this for the traveler.
3. The following documents will be necessary for processing the expense report and reimbursements.
   1. All receipts
      1. If funded by an endowment account, meals receipts are also required, whereas state funds typically use a per diem that does not require meal receipts.
   2. Flight information
   3. Final schedule of events/agenda
   4. If it’s an International Educational Experience (IEE), a daily schedule of activity will be required.
   5. For residents, GME packet that was turned into the GME office
   6. The Risk Mitigation (travel for business) or TTAC (for IEE) approval email (if applicable)
   7. The completed Travel Request

International Travel Registration and Reimbursement: 

1. International travel registration starts at KU CONCUR Request.  Please direct any questions about Concur to Lori Gutsch (KU) lorigutsch@ku.edu  
2. You/your administrator will also need to complete the spend authorization in Workday irrespective of the funding source (personal/university/health system/other). Any questions about Workday spend authorizations and reimbursements should be directed to Charles Miller cmiller@kumc.edu  

Complete and email to srader@kumc.edu: 

1. Entry visa if required 
2. CFHI Pillars of Global Health  
   1. OIP will send the registration directions to you. The cost of enrollment has been covered by OIP. 
   2. This is a 7-10 hour course. 
   3. Forward your certificate upon completion to OIP 
3. STEP Enrollment  
   1. If you are a non-U.S. citizen, you may register to receive alerts, but it is highly recommended to check with your own country's embassy or consulate for similar traveler safety services 
4. Complete Expectations for Ethical Photos, Videos, and Social Media 
5. CITI Training: enroll yourself in the International Travel course online from The Collaborative Institutional Training Initiative (CITI Program) online at https://www.citiprogram.org/

PROPOSED PREPARATION TIMELINE OVERVIEW  

1-2 Years Prior to Departure: 

1. Meet with OIP to design your IEE if support is needed. 
2. If location and host is known, communicate that to kconnelly@kumc.edu. 

6-12 Months Prior to Departure: 

1. Apply for your passport/renew your passport 
   1. Be Aware: If you have a valid, unexpired passport, your passport should be valid for at least 6 months after the planned return date of your trip.   
   2. Be Aware: There should also be at least two pages available for stamps in your passport. 
2. Register through KU CONCUR Request, then upon Concur approval a ‘draft’ Workday travel spend authorization is created. Traveler or department administrator finishes and submits the spend authorization for approval regardless of funding source.
   1.  If Traveling to a High-Risk location, submit the TTAC through the Concur process and receive acceptance. 
3. Apply for your VISA (if applicable) 
   1. Submit a color copy to your travel record in Concur.   
   2. Do you need assistance applying for your VISA?  Contact srader@kumc.edu. 
      1. Be Aware: This process should start 4-6 months in advance; 
      2. Be Aware:  If you are not a US Citizen, VISA processing times and requirements vary from country to country; 
4. Make your travel arrangements through KU CONCURTravel or with our CTP travel agents 
   1. If purchased through KU CONCUR or CTP, your itinerary will be part of your record.  If purchased by an outside agency, you will need to upload your itinerary.  Contact lorigutsch@ku.edu. Please note that if university funding will be used to purchase the tickets, you must use KU CONCUR or CTP. 
      1. Be Aware: If you travel through another country to reach your destination, you may need a transit VISA.   
      2. Be Aware: If you are not a US citizen, a transit VISA may be required of you even when it is not required for a US Citizen. 
5. SUGGESTION: Start exploring culture and developing your cross-cultural competence by attending events that OIP organizes and promotes throughout the year.

2-4 Months Prior to Departure: 

1. Continue to explore culture and developing your cross-cultural competence by attending some of the many cultural events on campus through the OIP office. 
2. If faculty-led or group IEE, attend the group pre-departure meeting. If traveling alone, review the travel tips on the OIP website. 
   1. Pre Departure Suggestions and IEE Problem Solvers 
   2. Travel Resources and Tips 
   3. Mobile Phones Abroad Information 
3. Check the CDC for recommended vaccinations.  Be sure to check for immunizations required for transit as well. http://wwwnc.cdc.gov/travel/destinations/list  
    

Upon Your Return: 

1. If receiving any reimbursement for expenses, within 15 days of returning, submit all receipts and required documentation so the reimbursement is completed per state rules within 30 days. 
2. Give a poster presentation at the Fall or Spring International Educational Experience Showcases if available. Connect with srader@kumc.edu for dates and times upon your return. 

OIP INTERNATIONAL TRAVEL REGISTRATION 

To be uploaded while completing the - OIP INTERNATIONAL TRAVEL REGISTRATION: 

1. Color copy of your passport  
2. Color copy of your entry VISA (if applicable)  
3. Flight and travel itinerary 

To complete and upload: 

1. STEP Enrollment  
   1. If you are a non-U.S. citizen, you may register to receive alerts, but it is highly recommended to check with your own country's embassy or consulate for similar traveler safety services 
2. Travelers to high-risk locations - Petition to the Travel Threat Assessment Committee (TTAC) 
3. CFHI Pillars of Global Health  
   1. OIP will send the registration directions to you. The cost of enrollment has been covered by OIP. 
   2. This is a 7-10 hour course. 
   3. Forward your certificate upon completion to OIP 
   4. If completed previously or prior to submitting the travel registration, upload your certificate within the travel registration. 

To complete as part of the OIP INTERNATIONAL TRAVEL REGISTRATION: 

1. In section 1/Traveler Information:  Emergency contact form 
2. In section 2/Trip Information: Assumption of Risk and Release of Liability 
3. In section 2/Trip Information:  Expectations for Ethical Photos, Videos, and Social Media 
4. In section 3/Register Your Travel Documents: CITI Training: enroll yourself in the International Travel course online from The Collaborative Institutional Training Initiative (CITI Program) online at https://www.citiprogram.org/

PROPOSED PREPARATION TIMELINE OVERVIEW  

1-2 Years Prior to Departure: 

1. Meet with OIP to design your IEE if support is needed. 
2. If location and host is known, communicate that to kconnelly@kumc.edu. 

6-12 Months Prior to Departure: 

1. Apply for your passport/renew your passport 
   1. Be Aware: If you have a valid, unexpired passport, your passport should be valid for at least 6 months after the planned return date of your trip.   
   2. Be Aware: There should also be at least two pages available for stamps in your passport. 
   3. Submit a color copy of your passport through the redcap survey  
2. Complete the OIP INTERNATIONAL TRAVEL REGISTRATION (new registration policy requires that all be completed at least 30 days prior to international travel). 
3. If Traveling to a High-Risk location, submit the TTAC and receive acceptance. 
4. Apply for your VISA (if applicable) 
   1. Submit a color copy through OIP INTERNATIONAL TRAVEL REGISTRATION or by email to srader@kumc.edu.   
   2. Do you need assistance applying for your VISA?  Contact srader@kumc.edu. 
      1. Be Aware: This process should start 4-6 months in advance; 
      2. Be Aware: If you are not a US Citizen, VISA processing times and requirements vary from country to country; 
5. Make your travel arrangements 
   1. Submit your itinerary through the redcap survey 
      1. Be Aware: If you travel through another country to reach your destination, you may need a transit VISA.   
      2. Be Aware: If you are not a US citizen, a transit VISA may be required of you even when it is not required for a US Citizen. 
6. SUGGESTION: Start exploring culture and developing your cross-cultural competence by attending events that OIP organizes and promotes throughout the year. 

2-5 Months Prior to Departure: 

1. Continue to explore culture and developing your cross-cultural competence by attending some of the many cultural events on campus through the OIP office. 
2. If faculty-led or group IEE, attend the group pre-departure meeting. If traveling alone, review the travel tips on the OIP website. 
   1. Pre Departure Suggestions and IEE Problem Solvers 
   2. Travel Resources and Tips 
   3. Mobile Phones Abroad Information 
3. Check the CDC for recommended vaccinations.  Be sure to check for immunizations required for transit as well. http://wwwnc.cdc.gov/travel/destinations/list  
    

Upon Your Return: 

1. Give a poster presentation at the Fall or Spring International Educational Experience Showcases if available. Connect with srader@kumc.edu for dates and times upon your return.