FAQ (Frequently Asked Questions)

Below is a list of frequently asked questions, to return to the registry click here.

General Information

Please use the following link to get help with:

  • Starting a registration
  • Reaccessing your registration
  • Editing your registration
  • Completing your registration
  • Finding your registration number
  • Inputting your itinerary

https://international.arizona.edu/travel/registry-tutorials 

Official Travel is travel that you are required to do in course and scope of your position. If you hold multiple positions, your travel should be registered according to the position that is requiring you to travel. 

There are three steps required in advance of international travel:

1. Register your travel in the UA International Travel Registry.
2. Complete a Travel Authorization Form with your department.
3. Obtain any additional approvals that may be required by UA Policy for trips to countries with higher-level advisories, Export Control Compliance considerations or Defense Base Act Insurance.

Deadlines: Once Travel Authorization is completed by your department, for routine travel requiring no special approval (i.e., lower-risk travel) itinerary information should be entered at least 20 days prior your departure date. For travel requiring advance approval (travel to countries with higher risk-level advisories or activities, Export Control considerations, travel as part of a contract with a federal agency, work performed in a military base), travel information must be submitted to the Registry at least 30 days prior to departure. Certain export control licensing may take much longer than 30 days; contact the Export Control Office as soon as possible if a federal license is likely to be required.

  • Your itinerary should include official dates only (dates you are working).
  • Personal travel should only be included on the itinerary if it occurs during your official travel.
    • There is a space in the registration questionnaires to provide information about your personal travel.

Please visit the following pages (in order of importance):

  1. Travel Lead Requirements
  2. Know Before You Go with Students

Please find information about requirements here: https://international.arizona.edu/travel/registry-requirements 

The UA International Travel Registry provides a centralized system for international travel information and registration. It offers a variety of tools and resources for those planning to travel outside the U.S. for University of Arizona study, research, and/or business purposes. The tools and links provided are designed to enhance travel safety, ensure regulatory compliance, and provide for rapid location and communication in the event of an emergency situation. 

Yes. The Interim Policy for International Travel Safety and Compliance became effective September 13, 2012, and is available online on the UA Policy Website

If you cannot find the answers to your international travel questions, email InternationalTravel@arizona.edu.

To register your travel, click on http://ua-risk.terradotta.com/index.cfm?FuseAction=Abroad.Home and login using your UA Net ID and password.

For UA faculty and staff, the system also allows a proxy to register the travel on your behalf. If you are an administrative support person and you are registering travel for someone else, use the Proxy Registration link.

The State of Arizona provides several programs of insurance coverage for university related international travel at no cost to the traveler or their department.  An overview of the State of Arizona program is available here: International Insurance Program Overview

In addition to insurance coverage, all UA faculty, staff, and students traveling abroad on university business are provided special travel assistance services. Examples include medical assistance, emergency medical evaluation, repatriation services, and more.

Defense Base Act Insurance (DBA) is a special form of worker’s compensation insurance for university employees traveling abroad under contract to a U.S. federal agency or performing work on U.S. military installations abroad. DBA is NOT applicable to travel under a grant, including grants from federal agencies, unless the project includes work on a U.S. Military Base abroad. Arranging DBA coverage for affected employees is required by federal law, and there are significant penalties for non-compliance. Risk Management Services can assist departments with procurement of this insurance. A minimum of 30 days’ advance notice is required.  For more information, contact the Risk Management office at (520) 621-1790.

Students participating in a credit-bearing international program/trip (e.g. study abroad programs, course field trips abroad, departmentally-managed programs, etc.) are provided travel insurance through Geo Blue

The two main goals of travel registration are to (1) provide pre-departure assistance information to any person traveling on university business (e.g. licenses) and (2) to know where university employees, students, and volunteers are located around the globe in the event of an emergency so that the university can more effectively provide assistance.

Failure to submit required international travel information and obtain applicable reviews, approvals, permits, and licenses in advance of the trip may result in having the trip designated as non-UA authorized, which may result in disciplinary action, non-reimbursement of travel expenses, ineligibility for UA insurance during the trip, and limitation on future travel. For more information see: policy.arizona.edu/research/international-travel-safety-and-compliance-policy-interim

General travel assistance and security assistance is available to all university employees, students, and volunteers while traveling on university business or as part of a university-sponsored program or activity. These services can assist travelers experiencing a health, safety or security incident during a trip. Services include assistance with emergency medical issues, embassy information, repatriation, and emergency evacuation. Instructions for accessing assistance are available in the following document link: http://risk.arizona.edu/insurance/TravelAssist.pdf

Travelers should print out the document or save it electronically and take on their trip.

It depends on the destination, current travel volume and business purpose. If no additional approvals are required (i.e. export control, high risk travel, etc.), a decision should be made in one to two weeks (depending on travel volume).

Yes. You can withdraw your registered trip by clicking the “Withdraw” button next to your travel application. You can also notify UA International Travel by email.

If for any reason you need to change the dates of your registered trip, please email UA International Travel.

U.S. Department of State Travel Advisories

Travel to any location requires review of travel plans by International Travel and higher-risk locations and travel require the review of the International Travel Safety Committee (ITSC).  This committee reviews proposed travel plans and makes a recommendation regarding travel safety to the Provost. The Provost's Office will review and approve or deny the request for traveling to a location or travel considered higher risk, and will issue written notice of the decision to the traveler and their department head.

Head to U.S. State Department's Travel Advisories or the CDC’s Travel Health Notices and input the country(ies) you are traveling to:  
U.S. Department of State: https://travel.state.gov/content/travel/en/traveladvisories/traveladvisories.html/  
CDC: https://wwwnc.cdc.gov/travel/notices
If you have concerns about upcoming travel, you can email UA International Travel's International Risk Analyst explaining your concern(s). The Analyst will respond to you (please allow at least one week for response) with current concerns for that area, but for a full trip review, you must complete a travel registration.

Export Control Considerations

Federal regulations govern international transport of certain technology, data, and information. UA faculty and staff traveling abroad are responsible for verifying the applicability of export control and licensing regulations of their work, and for compliance with applicable requirements and UA policy.

The UA Export Control Office administers university compliance with these regulations and provides assistance to departments with evaluation of materials to be taken abroad.

For additional information see the Export Control program website.

Yes. The Office of Foreign Access Control (OFAC) regulations apply to travel to these countries. The purpose of the OFAC regulations is to enforce varying embargoes and economic sanctions imposed upon countries that have been designated by the federal government. 

Depending on the business purpose and/or destination, the Export Control Program requires a minimum of 2 months to obtain these licenses. For OFAC, the process could take from 3 to 24 months.  Additional information can be found at: https://research.arizona.edu/sites/default/files/export_controls_international_travel_activities_10.13.2020.pdf or by calling the Export Control Program office at (520) 626-5865.

Yes. The following points of concern are those most often implicated by international travel and the various federal export control regulations and embargoes/economic sanctions and should be implemented prior to travel:

  • Laptops, PDAs, software, and other equipment should be vetted prior to travel for possible export licensing issues (this includes but is not limited to hardware, technical data, technologies, schematics, blueprints or other project-related information, and encryption capabilities).
  • Presentations to be given at a conference or meeting should be vetted for possible export control issues, including any accompanying materials or handouts.
Travel Authorization

Contact the Financial Services travel office for advice and instruction on properly completing Travel Authorizations.

The UA Travel policy states that all employees, students, and most DCCs traveling on university business are required to complete a Travel Authorization prior to departure.  These travelers need to complete a Travel Authorization for any official university business travel 30 miles or more from campus. 

The UA Travel Authorization System can be found at https://us2.concursolutions.com/home.asp

The UA Travel policy requires the Travel Authorization form to be filled out and signed electronically.

No. All travel must be approved before purchasing airfare or incurring travel expenses.