Contact information: Karen M. Jones firstname.lastname@example.org email@example.com 479/575-8414 479/575-3166 (fax) http://travel.uark.edu /. Travel – Internal Controls. TA’s should be set up in advance of purchases/cut-off date, administrative t-card charges to be approved regularly
Karen M. Jones
Tutorial on International Travel RegistrationManaged through the U of AOffice of Study Abroad and International ExchangeQuestions? Email firstname.lastname@example.orgOr contact: Office of Study Abroad and International Exchange722 W. Maple St. tel. 575-7582
Why Do We Register International Travel?1. SAFETY The University can’t respond or assist if we don’t know where you are.2. INSTITUTIONAL DATAWe are a globally engaged university and should be proud of our growing number of students, faculty and staff gaining significant international experiences. Numbers are important.3. ACCOUNTABILITYGood risk management reflects good stewardship of resources and care for our university students, faculty and staff.
WhoShould be Registered Before Traveling Abroad?All students, faculty and staff travelling outside of the United States for any period of time on a University related activity.Exception: students already applying or accepted for study abroad through the study abroad office and faculty leaders for our approved study abroad programs are not asked to complete this registration as it is a duplication of information we will have already collected. WhenShould People Register?The earlier the better but at least 4-6 weeks prior to travel and before a request for Travel Authorization is made on BASIS. Important: No university funds may be authorized prior to approval for student travel.
WhatInformation is Needed?1. Traveler(s) name and ID#4. Purpose of Travel2. Passport information5. Destinations (cities/countries)3. Dates of Travel6. Emergency Contact Info.Intended Travel to Travel Warning CountriesThe University of Arkansas does not currently support travel, research or study in a country where non-essential travel is not recommended by the U.S. State Department. Travel to any country under a current Travel Warning (as opposed to an “alert” or “worldwide caution”) is not authorized without petition to the IEAC and approval through the Chancellor’s Executive Committee. Go to: http://provost.uark.edu/1835.00_Petition__for_Travel_Exception.pdf
STEPS for International Travel Registration1. Go to: http://studyabroad.uark.edu/employeetravel/ ORhttp://studyabroad.uark.edu/independentstudenttravel/2. Click on box for either the traveler or the administrator (proxy) 3. Log in (UA email address and password accepted)4. Complete each question with traveler information.5. Submit Registration. Upon submission, you will receive an email confirmation from email@example.com. Forward the email confirmation to the administrative assistant in your dept. who will add “Completed Int’l Travel Registration on (date)” to the TA request through BASIS. This completes the travel registration requirement unless otherwise notified by the Office of Study Abroad. Students will receive a follow up email indicating “approval” within 5 days.
The following screen shots are for faculty and staff registration:If you plan to register a GROUP that combines faculty and students, you may use the faculty/staff registration form. You will be asked to register the primary faculty/staff traveler and then email an excel sheet providing information on the additional travelers.http://studyabroad.uark.edu/employeetravel/For the registration of students travelling independently outside of the U.S. (other than study abroad): http://studyabroad.uark.edu/independentstudenttravel/
Upon submitting, the traveler will receive an automated email shown on the next slide.Note:This management tool currently does not allow travelers or proxies to retrieve travel and passport information. Therefore, travelers must complete a new registration for each trip or to make changes to a trip already registered in the system. We hope these improvements will be possible in the future.
This is an automated notification that an application has been created on the Office of Study Abroad web site: Applicant: Samantha SampleEmail: firstname.lastname@example.orgProgram: Faculty/Staff: International Travel RegistrationRome, ItalyFrom: 11/3/2013To: 11/12/2013Thank you for completing this registration! Please email this confirmation to the administrative assistant in your dept. who will note this registration on BASIS when processing your Travel Authorization request. We have also attached some information below that may be helpful even for our more seasoned travelers...TRAVEL DOCUMENTS Entry Requirements vary by country and many counties require visas to be obtained prior to travel, even for U.S. citizens. This may impact individuals traveling as tourists or professionals even for a short stay. Make sure that you under-stand the requirements well ahead of your planned trip so that you can secure the necessary travel documents. The best information is generally found through the country embassy website: http://www.embassy.org/embassies/COUNTRY INFORMATION An excellent source of information for travelers is available through the U.S. Department of State: Country descriptions include medical facilities, traffic safety, crime, entry/exit requirements, how to sign up for Travel Alerts, etc. http://travel.state.gov/TRAVELERS HEALTH The Centers for Disease Control and Prevention provides immunizations requirements and recommendations. Travel notices are designed to inform travelers about current health issues related to specific destinations. http://wwwnc.cdc.gov/travelFor consultation or immunizations, feel free to contact the University Travel Clinic, located in the Pat Walker Health Clinic: on the web HEALTH INSURANCE U of A Benefit eligible employees automatically have travel assistance coverage through Assist America. This travel assistance coverage comes to the University through our association with UNUM, the University's provider for Life Insurance and Long Term Disability Insurance. For more information about this coverage and how United Healthcare Options cover illness outside of the U.S., contact the Office of Human Resources: http://hr.uark.edu/benefits/.Office of Study Abroad and International Exchange The Graduate School and International Education University of Arkansas To login, use the following link: http://hogsabroad-test.uark.edu/index.cfm?FuseAction=Security.Login
THANK YOU!Be sure to let us know if you have any questions or concerns as you complete the international travel registration email@example.comOffice of Study Abroad and International Exchange722 W. Maple St. Fayetteville, AR 72701tel. 479 575 7582fax 479 575 7402http://studyabroad.uark.edu/