Registration Requirements

Travel Registration Requirements

Form Requirements
Faculty/Staff Travel Information
Question Requirement Purpose Type
Essential Travel for Traveler: Provide a description of why this travel is essential to your role/work at the U of A. This justification generally helps us process travel registrations more quickly rather than having to reach out to the traveler if the International Travel Safety Committee (ITSC) requests additional details to recommend approval Input

Extended Stay Contingency Plan:

 

Provide a brief overview of your contingency plan for unforseen circumstances requiring an extended stay. Requirments:

  • Describe how you would obtain food, housing, access to medical care, and logistical support.
  • Determine funding source for extended stay.
 Information required by ITSC Input
Primary Purpose of Travel:

Select from predetermined list of activities including:

  • Administrative Collaboration
  • Advisory Panel / Board Service
  • Athletics
  • Attending / Presenting at Conference
  • Clinical Rotation
  • Consulting for Non-U of A Entity
  • Delivering Course Instruction
  • Guest Speaker
  • Research: Archival
  • Research: Collaboration
  • Research: Field (Design, Conduct, Reporting, Oversight)
  • Research: Laboratory (Design, Conduct, Reporting, Oversight)
  • Sabbatical
  • Visiting Scholar
  • Other
 The Universiy requires International Travel to provide this data to external units such as Export Control, Financial Services and the ITSC among others Select
Other Primary Purpose of Travel Describe primary purpose of travel if purpose is not included in the above list. This additional context, if any, helps us to process most registrations expeditiously Input
International Living Experience: Select from predetermined options to describe your experience in the destination country. Information required by ITSC Select
Traveling to Multiple Countries: Use only if travelling to multiple countries. List additional country destinations and indicate experience in each. Subset of the question above Select/Input
Personal Travel:
  • Indicate personal travel dates and locations (cities and countries). 
  • Provide the above only if travel is to a higher risk location or is to occur during official University Travel.
  • If visiting a country for layover or connecting flight, please note this in your answer.
  • Official travel destinations must be listed in the itinerary, not here.
 This is so that we and the traveler are clear on when they will be on official travel and therefore covered by our blanket policy for emergencies (travelers are only covered while on official UA travel) Select/Input
Accompanied Travel:

List all travelers traveling with you or traveling to the same location seperately. Indicate the following:

  • Who the lead traveler is
  • UA affiliations (i.e. student, staff, etc)
  • Non-UA affiliations - list non-UA travelers and indicate their external affiliations
  • If those listed are partipants on a program, in addition to the above.
 International Travel is tasked with processing group travel in one review rather than providing recommendations for each individual. Select/Input
Phone Contact When Abroad: Provide a phone number that can be used to reach you directly abroad. Occasionally, when International Travel is tasked with reaching out to the traveler, they need to rely on contacting them via phone (primarily when the situation is urgent and they are not replying to email) Input
Email Contact When Abroad: Confirm if you will use your U of A email address abroad or provide an email address that can be used to reach you directly abroad. - Select/Input
Emergency Contact: This should be the individual we should reach out to in an emergency who is not with the traveler on the registered trip, including their contact information and the traveler’s relationship to this individual. On many occasions over the years, International Travel has had to reach out to emergency contacts during incidents or emergencies.  Though rare, it’s important that we have a contact for responding to some emergencies, such as when someone contacts us with a concern that the traveler is missing. Input
Health and Safety Precautions:

Indicate which health and safety precautions you will undertake from a predetermined list:

  • Alert other travelers to medical concers (including allergies)
  • In-country support & contacts
  • Provide Emergency Contact with number for Drum Cussac 24/7 Emergency Support +44 1202 937401
  • Provide itinerary changes to Emergency Contact
  • Review recommended immunizations and medications at http://www.cdc.gov/Travel
  • Travel with number for Drum Cussac 24/7 Emergency Support +44 1202 937 401
  • Travel with Embassy/Consulate Emergency Number
  • Travel with a group
  • Travel with emergency cash
  • Review US DOS Travel Advice - https://travel.state.gov/content/travel/en/international-travel.html
  • Keep insurance carrier, Zurich Travel Assist's Travel Assistance Card on-hand during travel
   Select
Citizenship Indicate theyour citizenship and which passport will be used for travel, if a dual citizen. Certain risks can be centered around dual citizenship and countries may also have special considerations for specific citizenship holders. Input
Administrative Contacts: Provide the Department Head or Director for your unit (Dean for directors and department heads). Also, include an administrative contact in your department.  Certain locations, activities, and events may require International Travel to seek approval for your trip. Input
Is the traveler a Designated Campus Colleague (DCC): Indicate whether or not you are a DCC. If you are a DCC, provide the designation (i.e. Associate, Volunteer, Etc.).

*Note: Affiliates are not covered under the State's blanket travel insurance policy and may not register using the International Travel registry with very few exceptions. If unsure whether a traveler should register, please contact internationaltravel@arizona.edu.

 Cetrain DCCs are not covered under the state's international travel insurance policy and may not register using the U of A system. Select/Input
Defense Base Act (DBA) Insurace - Proxy:  Indicate if you will be working on a US military intallation or serving as a contractor/subcontractor for the US government. If yes, you will need to apply for DBA Insurance through Risk Management. Contractors and sub-contractors are required to procure specific insurance coverage. Select
Proxy Export Controlled Activities: Indicate if you have a project, data, substances, or equipment secured on a Technology Controlled Plan.

*Export Control will reach out to those indicating 'yes' to this question.

 Export Control Compliance Select/Input
Will you travel with specialized equipment or software:

Indicate if you will travel with specialized equipment or software. Provide a description of any specialized equipment and their uses. 

*Please consult with Export  Control if you are unsure if this applies to you.

 Export Control Compliance Select/Input
Agreements
Agreement Traveler Responsibility
Risk Notification Statement Identifying and mitigating risks
Immunizations Determining needed vaccinations
Insurance Coverage Verifying insurnance coverage and need for supplemental coverage
Immigration Information  Verifying compliance with immigration requirements and restrictions
Select
Supplemental Information (*If traveler indicates travel with University Students)
Question Requirement Purpose Type
Lead Traveler Name: Provide name of lead traveler   Select/Input
Lead Traveler Contact: Provide contact information of lead traveler: Email   Input
For Credit Travel: Indicate if students will receive credit. If yes, provide the type of travel (e.g. course field trip, study abroad, etc.)   Select/Input
Lodging Information: Provide the name, address, and weblink to each lodging location.   Input
Trip Registration: Determine where your trip should be registered (registry or Study Abroad). Use the following link to determine what  type of travel you are undertaking:   Select
Clery Act Agree that you understand you are responsible for Clery Act Reporting.   Select
Reading Items
Reading Requirement Purpose Type
Travel Authorizations: Learn about travel authorizations, options and special cases. Mark Read
US Department of State STEP Enrollment: Learn about registering in STEP and the benefits. Mark Read
Security Alerts & Emergency Travel Insurance: Learn about security alerts and insurance coverage. Mark Read
Information & Technology Security Learn about cyber-security best practices. Mark Read
Travel to Higher Risk Locations Learn about the process and considerations for higher risk travel Mark Read
COVID Travel Learn more about best practices for travel related to COVID-19 Mark Read

Form Requirements
Proxy Travel Information
Question Requirement Purpose Type
Traveler Information

Provide traveler information including (each listed as separate question):

  • Last Name
  • First Name
  • Email
  • UA Position (capacity in which the traveler will be travelling)
 Identify traveler Input
Essential Travel for Traveler: Provide a description of why this travel is essential to the traveler's role/work at the U of A. This justification generally helps us process travel registrations more quickly rather than having to reach out to the traveler if the International Travel Safety Committee (ITSC) requests additional details to recommend approval Input

Extended Stay Contingency Plan:

 

Provide a brief overview of the traveler's contingency plan for unforseen circumstances requiring an extended stay. Requirments:

  • Describe how the traveler would obtain food, housing, access to medical care, and logistical support.
  • Determine funding source for extended stay.
 Information required by ITSC Input
Primary Purpose of Travel:

Select from predetermined list of activities including:

  • Administrative Collaboration
  • Advisory Panel / Board Service
  • Athletics
  • Attending / Presenting at Conference
  • Clinical Rotation
  • Consulting for Non-U of A Entity
  • Delivering Course Instruction
  • Guest Speaker
  • Research: Archival
  • Research: Collaboration
  • Research: Field (Design, Conduct, Reporting, Oversight)
  • Research: Laboratory (Design, Conduct, Reporting, Oversight)
  • Sabbatical
  • Visiting Scholar
  • Other
 The Universiy requires International Travel to provide this data to external units such as Export Control, Financial Services and the ITSC among others Select
Other Primary Purpose of Travel Describe primary purpose of travel if purpose is not included in the above list. This additional context, if any, helps us to process most registrations expeditiously Input
Traveler International Living Experience: Select from predetermined options to describe the traveler's experience in the destination country. Information required by ITSC Select
Traveler visiting to Multiple Countries: Use only if travelling to multiple countries. List additional country destinations and indicate experience in each. Subset of the question above Select/Input
Personal Travel:
  • Indicate personal travel dates and locations (cities and countries). 
  • Provide the above only if travel is to a higher risk location or is to occur during official University Travel.
  • If visiting a country for layover or connecting flight, please note this in your answer.
  • Official travel destinations must be listed in the itinerary, not here.
 This is so that we and the traveler are clear on when they will be on official travel and therefore covered by our blanket policy for emergencies (travelers are only covered while on official UA travel) Select/Input
Accompanied Travel:

List all travelers traveling with  the traveler or traveling to the same location seperately. Indicate the following:

  • Who the lead traveler is
  • UA affiliations (i.e. student, staff, etc)
  • Non-UA affiliations - list non-UA travelers and indicate their external affiliations
  • If those listed are partipants on a program, in addition to the above.
 International Travel is tasked with processing group travel in one review rather than providing recommendations for each individual. Select/Input
Traveler's Phone Contact When Abroad: Provide a phone number that can be used to reach the traveler directly abroad. Occasionally, when International Travel is tasked with reaching out to the traveler, they need to rely on contacting them via phone (primarily when the situation is urgent and they are not replying to email) Input
Traveler's Email Contact When Abroad: Confirm if the traveler will use the traveler's U of A email address abroad or provide an email address that can be used to reach the traveler directly abroad. - Select/Input
Emergency Contact: This should be the individual we should reach out to in an emergency who is not with the traveler on the registered trip, including their contact information and the traveler’s relationship to this individual. On many occasions over the years, International Travel has had to reach out to emergency contacts during incidents or emergencies.  Though rare, it’s important that we have a contact for responding to some emergencies, such as when someone contacts us with a concern that the traveler is missing. Input
Health and Safety Precautions:

Indicate which health and safety precautions the traveler will undertake from a predetermined list:

  • Alert other travelers to medical concers (including allergies)
  • In-country support & contacts
  • Provide Emergency Contact with number for Drum Cussac 24/7 Emergency Support +44 1202 937401
  • Provide itinerary changes to Emergency Contact
  • Review recommended immunizations and medications at http://www.cdc.gov/Travel
  • Travel with number for Drum Cussac 24/7 Emergency Support +44 1202 937 401
  • Travel with Embassy/Consulate Emergency Number
  • Travel with a group
  • Travel with emergency cash
  • Review US DOS Travel Advice - https://travel.state.gov/content/travel/en/international-travel.html
  • Keep insurance carrier, Zurich Travel Assist's Travel Assistance Card on-hand during travel
   Select
Citizenship Indicate the traveler's citizenship and which passport will be used for travel, if a dual citizen. Certain risks can be centered around dual citizenship and countries may also have special considerations for specific citizenship holders. Input
Administrative Contacts: Provide the Department Head or Director of your unit (Dean for directors and department heads). Also, include an administrative contact in your department.  Certain locations, activities, and events may require International Travel to seek approval for your trip. Input
Is the traveler a Designated Campus Colleague (DCC): Indicate whether or not the traveler is a DCC. If you are a DCC, provide the designation (i.e. Associate, Volunteer, Etc.).

*Note: Affiliates are not covered under the State's blanket travel insurance policy and may not register using the International Travel registry with very few exceptions. If unsure whether you should register, please contact internationaltravel@arizona.edu.

 Cetrain DCCs are not covered under the state's international travel insurance policy and may not register using the U of A system. Select/Input
Defense Base Act (DBA) Insurace - Proxy:  Indicate if the traveler will be working on a US military intallation or serving as a contractor/subcontractor for the US government. If yes, the traveler will need to apply for DBA Insurance through Risk Management. Contractors and sub-contractors are required to procure specific insurance coverage. Select
Proxy Export Controlled Activities: Indicate if the traveler has a project, data, substances, or equipment secured on a Technology Controlled Plan.

*Export Control will reach out to those indicating 'yes' to this question.

 Export Control Compliance Select/Input
Will the traveler be taking specialized equipment or software:

Indicate if the traveler will travel with specialized equipment or software. Provide a description of any specialized equipment and their uses. 

*Please consult with Export  Control if you are unsure if this applies to the traveler.

 Export Control Compliance Select/Input
Agreements:
Agreement Traveler Responsibility
Risk Notification Statement Identifying and mitigating risks
Immunizations Determining needed vaccinations
Insurance Coverage Verifying insurnance coverage and need for supplemental coverage
Immigration Information Proxy Verifying compliance with immigration requirements and restrictions
Select
Proxy Supplemental Information (*If proxy indicates travel with University Students)
Question Requirement Purpose Type
Lead Traveler Name: Provide name of lead traveler   Select/Input
Lead Traveler Contact: Provide contact information of lead traveler: Email   Input
For Credit Travel: Indicate if students will receive credit. If yes, provide the type of travel (e.g. course field trip, study abroad, etc.)   Select/Input
Lodging Information: Provide the name, address, and weblink to each lodging location.   Input
Trip Registration: Determine where this trip should be registered (registry or Study Abroad). Use the following link to determine what  type of travel you are undertaking:   Select
Clery Act Agree that you understand you are responsible for Clery Act Reporting.   Select
Reading Items
Reading Requirement Purpose Type
Travel Authorizations: Learn about travel authorizations, options and special cases. Mark Read
US Department of State STEP Enrollment: Learn about registering in STEP and the benefits. Mark Read
Security Alerts & Emergency Travel Insurance: Learn about security alerts and insurance coverage. Mark Read
Information & Technology Security Learn about cyber-security best practices. Mark Read
Travel to Higher Risk Locations Learn about the process and considerations for higher risk travel Mark Read
COVID Travel Learn more about best practices for travel related to COVID-19 Mark Read

Form Requirements
Undergraduate/Graduate Travel Information
Question Requirement Purpose Type
Essential Travel for Traveler: Provide a description of why this travel is essential to your role/work at the U of A. This justification generally helps us process travel registrations more quickly rather than having to reach out to the traveler if the International Travel Safety Committee (ITSC) requests additional details to recommend approval Input

Extended Stay Contingency Plan:

 

Provide a brief overview of your contingency plan for unforseen circumstances requiring an extended stay. Requirments:

  • Describe how you would obtain food, housing, access to medical care, and logistical support.
  • Determine funding source for extended stay.
 Information required by ITSC Input
Primary Purpose of Travel:

Select from predetermined list of activities including:

  • Administrative Collaboration
  • Advisory Panel / Board Service
  • Athletics
  • Attending / Presenting at Conference
  • Clinical Rotation
  • Consulting for Non-U of A Entity
  • Delivering Course Instruction
  • Guest Speaker
  • Research: Archival
  • Research: Collaboration
  • Research: Field (Design, Conduct, Reporting, Oversight)
  • Research: Laboratory (Design, Conduct, Reporting, Oversight)
  • Sabbatical
  • Visiting Scholar
  • Other
 The Universiy requires International Travel to provide this data to external units such as Export Control, Financial Services and the ITSC among others Select
Other Primary Purpose of Travel Describe primary purpose of travel if purpose is not included in the above list. This additional context, if any, helps us to process most registrations expeditiously Input
International Living Experience: Select from predetermined options to describe your experience in the destination country. Information required by ITSC Select
Traveling to Multiple Countries: Use only if travelling to multiple countries. List additional country destinations and indicate experience in each. Subset of the question above Select/Input
Personal Travel:
  • Indicate personal travel dates and locations (cities and countries). 
  • Provide the above only if travel is to a higher risk location or is to occur during official University Travel.
  • If visiting a country for layover or connecting flight, please note this in your answer.
  • Official travel destinations must be listed in the itinerary, not here.
 This is so that we and the traveler are clear on when they will be on official travel and therefore covered by our blanket policy for emergencies (travelers are only covered while on official UA travel) Select/Input
Accompanied Travel:

List all travelers traveling with you or traveling to the same location seperately. Indicate the following:

  • Who the lead traveler is
  • UA affiliations (i.e. student, staff, etc)
  • Non-UA affiliations - list non-UA travelers and indicate their external affiliations
  • If those listed are partipants on a program, in addition to the above.
 International Travel is tasked with processing group travel in one review rather than providing recommendations for each individual. Select/Input
Phone Contact When Abroad: Provide a phone number that can be used to reach you directly abroad. Occasionally, when International Travel is tasked with reaching out to the traveler, they need to rely on contacting them via phone (primarily when the situation is urgent and they are not replying to email) Input
Email Contact When Abroad: Confirm if you will use your U of A email address abroad or provide an email address that can be used to reach you directly abroad. - Select/Input
Emergency Contact: This should be the individual we should reach out to in an emergency who is not with the traveler on the registered trip, including their contact information and the traveler’s relationship to this individual. On many occasions over the years, International Travel has had to reach out to emergency contacts during incidents or emergencies.  Though rare, it’s important that we have a contact for responding to some emergencies, such as when someone contacts us with a concern that the traveler is missing. Input
Health and Safety Precautions:

Indicate which health and safety precautions you will undertake from a predetermined list:

  • Alert other travelers to medical concers (including allergies)
  • In-country support & contacts
  • Provide Emergency Contact with number for Drum Cussac 24/7 Emergency Support +44 1202 937401
  • Provide itinerary changes to Emergency Contact
  • Review recommended immunizations and medications at http://www.cdc.gov/Travel
  • Travel with number for Drum Cussac 24/7 Emergency Support +44 1202 937 401
  • Travel with Embassy/Consulate Emergency Number
  • Travel with a group
  • Travel with emergency cash
  • Review US DOS Travel Advice - https://travel.state.gov/content/travel/en/international-travel.html
  • Keep insurance carrier, Zurich Travel Assist's Travel Assistance Card on-hand during travel
 Information required by ITSC Select
Citizenship Indicate theyour citizenship and which passport will be used for travel, if a dual citizen. Certain risks can be centered around dual citizenship and countries may also have special considerations for specific citizenship holders. Input
Administrative Contacts: Provide the Department Head or Director for your unit (Dean for directors and department heads). Also, include an administrative contact in your department.  Certain locations, activities, and events may require International Travel to seek approval for your trip. Input
Age on Departure Date (*Not required for Graduates): Indicate whether or not you are 18 years of age or older Travelers under the age of 18 are not permitted to use the registry. Select
Lodging Information - Student Travel:

Provide the name, address, and a website link for each lodging location. 

*Note: The registry cannot display special characters, addresses containing non-latin script will not likely be readable by International Travel Staff.

   Input
Export Controlled Activities (*Not required for undergraduates): Indicate if you have a project, data, substances, or equipment secured on a Technology Controlled Plan.

*Export Control will reach out to those indicating 'yes' to this question.

 Export Control Compliance Select/Input
Will you travel with specialized equipment or software:

Indicate if you will travel with specialized equipment or software. Provide a description of any specialized equipment and their uses. 

*Please consult with Export  Control if you are unsure if this applies to you.

 Export Control Compliance Select/Input
Agreements:
Agreements Traveler Responsibility
Risk Notification Statement Identifying and mitigating risks
Immunizations Determining needed vaccinations
Insurance Coverage Verifying insurnance coverage and need for supplemental coverage
Select
Credit-bearing travel:
Question Requirement Purpose Type
Overnight Stay: Indicate whether this trip will include an overnight stay Verify registry elligibility Select
Clinical Rotation: Indicate whether this trip is a clinical rotation through the College of Medicine or Pharmacy. Verify registry elligibility Select
Course Field Trip: Indicate whether this trip is part of a U of A course or other on-campus/online activity. Verify registry elligibility Select
UA Study Abroad: Indicate whether this trip is part of a Study Abroad Program Verify registry elligibility Select
Whether to Continue with Your Registration: Use provided criteria to determine where your travel should be registered (registry or Study Abroad) Verify registry elligibility Select
Passport Scan:
Question Requirement Purpose Type
Passport Scan: Verify passport validity, scan and upload a copy of your passport (use yellow folder button). If renewing your passport, please follow the instructions in the question and ensure you provide a scan of your passport before departure. Should an emergency situation arise, passport scans can be used to facilitate communication between The University and the US Embassy. Upload
Passport Number: Provide your passport number Subset of the question above Input
Passport Nationality/Citizenship: Indicate your citizenship, if multiple indicate all and which passport you plan to travel under. Subset of the question above, see below. Input
Immigration Information: See agreements above See agreements above Select
Serving as lead (*Not required for undergraduates):
Question Requirement Purpose Type
Other Lead Travelers: Identify other lead travelers and provide their contact information For administrative and emergency reponse purposes Select/Input
For Credit Travel: Indicate if this travel is for credit Credit bearing travel (outside of a few specific exceptions) is not apporpiate for the registry and should be registered with Study Abroad. If your travel is for credit, indicate what type of travel you will be undertaking (field trip, study abroad, etc). Select/Input
Trip Registration: Determine using set criteria where your travel should be registered (registry or Study Abroad) See above Select
Reading Items
Reading Requirement Purpose Type
Travel Authorizations: Learn about travel authorizations, options and special cases. Mark Read
US Department of State STEP Enrollment: Learn about registering in STEP and the benefits. Mark Read
Security Alerts & Emergency Travel Insurance: Learn about security alerts and insurance coverage. Mark Read
Information & Technology Security Learn about cyber-security best practices. Mark Read
Travel to Higher Risk Locations Learn about the process and considerations for higher risk travel Mark Read
COVID Travel Learn more about best practices for travel related to COVID-19 Mark Read
Signature Items
Form Purpose Type
COVID Acknowledgement of Risk - Student Travelers   Sign
UA Risk and Release Agreement   Sign
UA Student Code of Conduct   Sign