KUMC International Professional Travel Policy
Additional information: International Professional Travel for KUMC Employees

Registration Requirements and Timeline

All KU employees are covered by International Travel Insurance - please see the KU Human Resources Management website for details

You will be asked to submit the following to the Office of International Programs via a REDCap survey link 

1. • To be uploaded while completing the  - KUMC TRAVEL REGISTRATION:

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

      

     To complete and upload:

     4. STEP enrollment - https://mytravel.state.gov/s/step
     5. Travelers to high risk locations - Petition to the Travel Threat Assessment Committee (TTAC)
     6. CFHI Pillars of Global Health
        1. This is a 7-10 hour course.
        2. OIP will send the registration directions to you. The cost of enrollment has been covered by OIP.
        3. Forward your certificate upon completion
        4. Upload if completed pr

      

     To complete as part of the registration:

     1. Emergency contact form
     2. Assumption of Risk and Release of Liability
     3. SABA Training (register/enroll yourself) – Information Security and International Travel training

      

     
     

PROPOSED PREPARATION TIMELINE OVERVIEW

1-2 Years Prior to Departure:

1. Meet with OIP to design your IEE if support is needed.

6-12 Months Prior to Departure:

1. Apply for your passport/renew your passport
   1. Note: If you have a valid, unexpired passport, is your passport valid for at least 6 months after the planned return date of your trip? And do you have at least two pages available for stamps in your passport?
   2. Submit a color copy of your passport through the redcap survey
2. Traveler or department administrator submits a travel spend authorization for approval.
3. Apply for your VISA (if applicable)
   1. Submit a color copy through the redcap survey
   2. Do you need assistance applying for your VISA? Contact International Programs.
      1. Be aware that this process should start 4-6 months in advance;
      2. Be aware that if you are not a US Citizen, VISA processing times and requirements vary from country to country;
   3. Make your travel arrangements
      1. Submit your itinerary through the redcap survey
         1. If you travel through another country to reach your destination, you may need a transit VISA. Please be sure to bring this to the attention of OIP, or if you are handling your own VISA, check with the airlines.
         2. 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, so be sure to communicate your citizenship.

5. Complete the KUMC TRAVEL REGISTRATION
6. 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 https://www.kumc.edu/academic-and-student-affairs/departments/office-of-international-programs/outbound-programs/resident-travel-information.html.
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

REVIEW

1. Pre Departure Suggestions and IEE Problem Solvers
2. Travel Resources and Tips
3. Mobile Phones Abroad Information
   
   

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 and/or Spring International Educational Experience Showcases if available. Connect with srader@kumc.edu for dates and times upon your return.