| Policy Number: |
Bus-401
|
|---|---|
| Effective Date: |
September 13, 2012
|
| Last Revised Date: |
April, 2025
|
| Applies To: |
Classified Staff, Appointed Personnel, University Staff, Students
|
| Responsible Units: | |
| Status: |
Active
|
Purpose and Summary
The University of Arizona (University) is committed to supporting International Travel and collaboration. A global perspective and engagement are essential to the academic mission of the University. This Policy addresses University International Travel which includes, but is not limited to, international study, research, partnerships, collaborations, presentations, trainings, recruitment, tours, and experiential learning.
This Policy establishes University requirements for International Travel intended to maximize safety and ensure compliance with applicable regulations. This Policy:
- Establishes administrative requirements regarding International Travel;
- Centralizes information, resources, and guidance to University travelers to promote health and safety while abroad;
- Provides resources to rapidly locate, contact, and assist University international travelers; and
- Addresses institutional responsibilities to maintain compliance with state and federal regulatory requirements.
Scope
This Policy applies to Official University Travel outside the United States by University faculty, staff, students, program participants, and Designated Campus Colleagues regardless of travel funding source.
Definitions
Designated Campus Colleagues (DCCs) means affiliates, associates, volunteers, and interns who are granted DCC status by the University, who contribute their time, services, and expertise to help the University accomplish its mission of teaching, research, and service.
Defense Base Act Insurance means University employees traveling abroad under a federal service contract or performing work on a U.S. military installation abroad must arrange for Defense Base Act (DBA) insurance prior to departure.
Elevated Risk means moderate, high, or extreme risk. Refer to the criteria for designating elevated risk.
Elevated Risk Area means a country, region, or location identified by the International Travel Safety Committee due to conditions that may include but are not limited to, rates of crime, terrorist activity, political instability, natural disaster, state of emergency, health hazards, or other hazards to travelers. These locations may have a travel warning or travel alert issued by the Centers for Disease Control and Prevention or ratings of moderate, high, or extreme risk from the U.S. Department of State, or other sources.
Elevated Risk Travel means ITSC determination of travel risk based on Crisis24 rating, destination(s), travel activities, or travel type.
Export Control “export” is (1) an actual shipment or transmission out of the U.S., including the sending or taking of an export controlled item out of the U.S. in any manner; or (2) Releasing or otherwise transferring technical data, technology, or source code to a foreign person in the U.S. (a “deemed export”). In addition to an actual shipment, an export can occur through visual inspection, phone or in-person exchanges, via email transmissions or other means. There are regulations that include restrictions on providing “anything of value” including professional presentations and professional advice/consulting to individuals/entities in certain sanctioned countries. Prior government approval in the form of an export license may be required and must be in place prior to the export.
International Travel means travel to any destination(s) outside the United States or its territories. This includes travel originating from outside the United States, and within and to other countries.
International Travel Safety Committee (ITSC) means the committee that provides oversight and review concerning the security of International Travel. ITSC is comprised of advisory and liaison members and standing members selected from appropriate University departments to represent specific University functions and areas of responsibility. ITSC members are approved by the provost upon recommendation from International Travel and the ITSC Co-Chairs.
Official University Travel means authorized travel that includes any of the following:
- In the course and scope of University employment, authorization, or representation;
- On behalf of a University sponsored project, research grant, or contract;
- Financed through the University by funding, scholarship, sponsorship, or financial aid;
- University approved travel, while enrolled as a University student to meet a course or degree requirement;
- Directed, coordinated, or supervised by University employees for any traveler;
- Involving the use of a University vehicle.
Travel or study abroad opportunities advertised or promoted by University units are not considered Official University Travel unless one or more of the above criteria are met.
University Traveler means a student, employee, or DCC on Official University Travel.
Policy
- International Travel requires oversight and authorization. The ITSC is appointed by the provost or designee to provide oversight of official International Travel.
- University Travelers are not required to visit an Elevated-Risk Area or participate in Elevated Risk Travel as a requirement of employment, academic activity, research, or other University program.
- All University Travelers traveling to an Elevated Risk Area or participating in Elevated Risk Travel must be 18 years of age or older prior to departure.
- The provost is authorized to prohibit or restrict International Travel in any country or international region that poses an unacceptable institutional risk.
- Exceptions to this Policy require ITSC review of the requested exceptions. ITSC will submit exception recommendations to the provost for approval.
Responsibilities
- Risk Management Services will oversee travel insurance coverage for Official University Travel. This includes coordination regarding Federal Defense Base Act Insurance requirements. The University does not provide insurance coverage to persons not on International Travel.
- Employees supervising, overseeing, advising, organizing, or accompanying students or program participants internationally must be familiar with and able to appropriately advise on requirements and procedures regarding International Travel.
- Arizona International Travel will coordinate with the appropriate entities for all required student travel oversight, international Clery reporting, and insurance coverage.
- UA Study Abroad will oversee the development, implementation, management, and related policies and procedures for University study abroad programs.
- The office of the University Export Control Program (UECP) is responsible for the institutional management and oversight of Export Control compliance, including applying for government approvals related to Export Controlled activities.
- University Travelers are expected to cooperate with UECP on any information or other requests prior to any Official University Travel.
- Trip or program leads will verify that all University Travelers under University supervision follow Export Control regulations.
- University DCCs traveling independently must coordinate with UECP for Export Control review and licensing. If a license is required, the license must be in place prior to the export.
- Arizona International Travel provides centralized oversight in coordination with UA Study Abroad and other applicable units regarding international risk assessment; review processing; traveler preparation; international incident management; and international emergency support.
- Financial Services will process reimbursements of authorized Official University Travel consistent with their policies and procedures.
- All University employees advising, coordinating, or directing International Travel are responsible for verifying that all required special visas and/or permits are obtained for travel.
- To facilitate accurate advising and safe planning, all University employees involved in the oversight, advising, or planning of International Travel must advise University Travelers of requirements and procedures regarding International Travel.
- University Travelers, and trip and program leads are responsible for obtaining and/or verifying appropriate travel documents, visas, permits, or any other authorization required for entry and activity in all travel destinations.
- University Travelers are responsible for compliance with applicable U.S. regulations governing their travel as well as those of any destination country.
- Campus groups offering non-credit bearing faculty-led tours must follow University policies and procedures.
Failure to comply with applicable University policies governing International Travel or the decision of the provost will result in an unauthorized or non-compliant designation. Consequences may include, but are not limited to, disciplinary action, non-reimbursement of travel expenses, ineligibility for University academic credit, ineligibility for insurance coverage, limited or no emergency support, limitations on future travel, financial penalties to the sponsoring department, or designation of the trip as outside the course and scope of employment. Noncompliance with U.S. and foreign regulations may also result in severe penalties, including criminal prosecution, attorneys’ fees, personal fines, and incarceration. Costs incurred for legal counsel, fines, etc., for International Travel that are in violation of this Policy may be the responsibility of the University Traveler or the University Traveler’s home unit, department, school, or college.
Compliance
The Office of the Provost is responsible for overseeing compliance with this Policy.