Employee Traveler Responsibilities & Procedures

Independent or Group Travel

Your travel is official if it meets any of these criteria:

• In the course and scope of UA employment, authorization, and representation;
• In connection with a UA sponsored project, research grant or contract;
• Financed through UA by funding, scholarship, sponsorship, or financial aid;
• UA approved travel, while enrolled as a UA student to meet a course or degree requirement;
• Directed, coordinated, or supervised by UA employees for any traveler;
• Involving the use of a UA vehicle.

If your travel is official:

• Register Travel.
• Work with the sponsoring department to submit Travel Authorization form.

If your travel is to a location determined to be high or extreme risk, you may be asked for additional information in order to assess the trip and provide safety recommendations. Plan to initiate this early in considerations of potential travel or planning. Allow at least one month for processing.

Travel to locations of high risk must be essential and to areas of extreme risk must be considered critical. This means that objectives cannot be met without travel to the location. Many steps are required to prepare for travel to these areas.

Current countries designated as extreme risk: Afghanistan, Burundi, Central African Republic, Iran, Iraq, Libya, North Korea, Pakistan, Somalia, South Sudan, Syria, Yemen.

Additionally, keep in mind that there are many areas determined to be Extreme Risk within countries that have an overall moderate or high-risk rating.

If your travel is high or extreme risk:

• Work with Global Travel to provide any additional information necessary to assess the trip and provide safety recommendations.
• The International Travel Safety Oversight Committee (ITSOC) will review travel plans.
• The Department Head will be required to review the risk assessment and authorize travel. The Department Head may provide final authorization for high-risk locations.
• Final authorization is required from the Provost for extreme risk destinations.
• Participate in Travel Security Briefing, if determined in approval.
• For Extreme Risk travel, work with Global Travel to create an Emergency Plan.
• Finalize travel information and arrangements with Global Travel before departure and during travel.

Field Trip

UA employee travel with student(s).

All Field Trip travel is assessed for potential vulnerabilities, threats, and risk mitigation and in many cases receives elevated risk review. Begin this process when you are starting to plan group travel. Provide at least two months for this process to occur. See link for details.

• Register Travel.
• Work with the sponsoring department to submit Travel Authorization form.
• Participate in Health & Safety Overview workshop series if you haven’t done so within the past year.
• Work with the Global Travel to provide any additional information necessary to assess the trip and provide safety recommendations.
• Confirm completion of Title IX and Clery training.
• The sponsoring Department Head and Dean will be required to authorize travel.
• The International Travel Safety Oversight Committee (ITSOC) will review the trips to high and extreme risk destinations. Please note: Undergraduate students are not permitted to travel to extreme risk destinations unless nontraditional students or international students from the destination.
• Final authorization is required from the Provost for travel to high and extreme risk destinations.
• Work with Global Travel to arrange for a Pre-Departure Orientation.

Study Abroad

Travel with students coordinated through UA Study Abroad.

• Participate in Health & Safety Overview workshop series annually.
• Work with UA Study Abroad to provide any additional information necessary to assess the program and provide safety recommendations and arrangements.
• Confirm Title IX and Clery training completed.
• The sponsoring Department Head and Dean will be required to authorize new programs and any programs requiring ITSOC review.
• The International Travel Safety Oversight Committee (ITSOC) will review the programs to high-risk destinations.
• Final authorization is required from the Provost for travel to high-risk destinations.
• Work with UA Study Abroad to arrange for a Pre-Departure Orientation.
• Register Travel.
• Work with UA Study Abroad to submit Travel Authorization form.

Faculty Led Tours

For-profit travel opportunities offered by units at the University of Arizona for members of the community who may or may not have an official relationship with the University outside of the tour.

• Participate in Health & Safety Overview workshop series annually.
• Work with Global Travel to provide any additional information necessary to assess the program and provide safety recommendations and arrangements.
• The sponsoring Department Head and Dean will be required to authorize new tours and any tours requiring ITSOC review.
• Following the risk assessment of the tour, the need for The International Travel Safety Oversight Committee (ITSOC) review will be determined. ITSOC will review the programs to high-risk destinations.
• Final authorization is required from the Provost for travel to high-risk destinations.
• Work with Study Abroad and Student Exchange to arrange for a Pre-Departure Orientation.
• Register Travel.
• Submit a Travel Authorization form.