INTERNATIONAL TRAVEL REGULATIONS FOR FACULTY, STAFF AND STUDENTS

1. INTERNATIONAL TRAVEL REGULATIONS FOR FACULTY, STAFF AND STUDENTS

2. TRAVELLING INTERNATIONALLY? • If you are an employee of the University traveling internationally on official University business you must comply with State Risk Management Rules and U.S. State Department requirements. • This includes: Faculty, Staff, Student Employees, and Volunteers acting WITHIN THEIR SCOPE OF EMPLOYMENT. • Students participating in foreign travel as part of their normal coursework are excluded.

3. UCO RISK MANAGEMENT REQUIREMENTS • While planning a trip, Risk Management requirements must be adhered to or the foreign travel will not be allowed. • The following information must be communicated to Risk Management as soon as it is known who will be traveling and the intended destination. • Number of employees Traveling –There must not be more than 5 employees on any one airplane flight. If more than 5 employees are planning to take a trip, separate flights must be taken. • Destination and Duration of travel –This must be communicated to Risk Management at the beginning of the planning process, i.e. as soon as the traveler knows where they are to be traveling. Destinations will be reviewed to determine insurability. In some cases, coverage is not extended to countries experiencing a high level of civil unrest, war, or terrorism.

4. FOREIGN TRIP INSURANCE FORM • You should have already notified Risk Management of your initial plans, but after you have finalized your travel plans, you should notify Risk Management with an update of those plans. • The Foreign Trip Insurance Form should be filled out by the employee (or designee) once all arrangements are made, and then submitted to UCO Risk Management.

5. SPECIFIC INFORMATION NEEDED The Foreign Trip Insurance Form requires that you provide the following information: • Country(s) • Number of trips (if you will be traveling to the country more than once) • Duration of trip(s) • Number of employees • Trip purpose and/or job functions performed • Number of U.S. nationals • (US Citizens, who are UCO employees living abroad) • Number of third country nationals • (A UCO employee that is from one another country, such as England, and lives and works in yet another country, such as China) • Number of local nationals • (A UCO employee who is from one another country, such as China, and lives and works in that same foreign country) • Number of foreign owned autos • Payroll of employees living abroad

6. FOREIGN TRIP INSURANCE FORM

7. STATE RISK MANAGEMENT INSERT • The Oklahoma State Risk Management office requires that all persons travelling on official state (inclusive of university) business carry the Executive Assistance card and passport insert sticker. • This can be obtained from UCO Risk Management (see next slide).

8. EXECTUTIVE ASSISTANCE CARD Front Back Passport Insert

9. United States Passport • Your official U.S. passport is required for all international air travel. • If you do not have a passport, you can learn how to obtain one by visiting: http://travel.state.gov/

10. United States Passport Cards The wallet-size passport card is convenient and less expensive than the passport book. However, the U.S. Passport Card cannot be used for international air travel. This new travel document can be used to enter the United States from Canada, Mexico, the Caribbean, and Bermuda at land border crossings or sea ports-of-entry.

11. CONTACT INFORMATION • UCO RISK MANAGEMENT: 974-5994 riskmanagement@uco.edu • UCO Travel Office: 974-3340 • UCO Police (24 Hour Emergency Contact) 974-2345