UTHealth International Travel Procedures
Effective April 22, 2010
When planning international travel, each traveler must follow the procedure below. Note that shaded areas are clickable links
Countries Under Travel Warning
If the destination country is currently under a Travel Warning, and the traveler still wishes to proceed, he/she must complete an Application for Exemption from Travel Restrictions to Countries Under a U.S. Department of State Travel Warningbefore making any travel arrangements. This application will be received by the Office of Global Health Initiatives (OGHI) and reviewed by the relevant dean and the President’s Advisory Panel on International Travel. The application and the Panel’s recommendation will then be sent to the President for his review and final approval or denial. Once this process is complete, and if the application is approved, the traveler must complete the Release of Liability and Waiver of Claims. The traveler may then proceed with submitting a Request for Travel Authorization (RTA) and make travel arrangements through Corporate Travel Planners (CTP).
All Other Countries
If the destination country is not under a Travel Warning, the traveler may proceed as usual with submitting a Request for Travel Authorization (RTA).The relevant Dean’s office will be responsible for checking that the destination country is not on the U.S. Department of State’s List of Travel Warnings before approving travel. Upon Dean’s approval, the RTA is faxed to the Office of Chief Operating & Finance Officer for funding review prior to booking the tickets through CTP.
As the trip approaches, it is the traveler’s responsibility to monitor the Travel Warning list. If the country subsequently comes under a Travel Warning prior to departure, the traveler must submit an Application for Exemption from Travel Restrictions to Countries Under a U.S. Department of State Travel Warningto OGHI and follow the same process as above.
Mandatory International SOS Registration
Regardless of destination, registration with International SOS is mandatory for all University-related international travel for students, faculty and staff. Registration is automatic when using UTHealth’s contracted travel agency (CTP). If the travel arrangements are made by a third party (such as a hosting institution covering the cost), travelers must enroll manually with International SOS.
Questions? Please contact the Office of Global Health Initiatives at 713.500.3555 or 713.500.3533 or firstname.lastname@example.org.