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International Travel


Statement on the Zika Virus and Faculty and Staff Travel Abroad


Before You Make Travel Arrangements

The University supports international travel to strengthen partnerships in education and research. However, there are federal regulations that must be adhered to and steps that can be taken to support a safe trip.

Those traveling on behalf of the University MUST obtain PRIOR approval from the Office of Export Controls at under certain circumstances, such as travel to sanctioned countries. Failure to obtain prior authorization may result in serious personal liability and disallowance of charges by the University. See the Export Controls site for more information.

International travel and related exports of University equipment, software, or proprietary information are subject to University policy (FIN-043) and US laws on export control in addition to University travel policies and procurement rules. A license from the US government may be required for travel or exports to certain countries. The University’s Office of Export Controls will assist travelers in obtaining any license necessary to support university travel.

Prior approval MUST be obtained for all activities with sanctioned countries:

  • Before making travel arrangements
  • Before traveling with University-owned equipment, software, samples or data
  • Before shipping University-owned equipment, software, samples or data to or from sanctioned countries
  • Before receiving equipment, software, samples, data, or financial support from anyone in a sanctioned country, prior to, during, and after travel

Prior approval MUST be obtained for activities with non-sanctioned countries under the following circumstances:

  • Before traveling with University-owned equipment, software, samples or data
  • Before shipping University-owned equipment, software, samples or data to support University activities

Sanctioned countries include:

Cuba, Iran, North Korea, Sudan, and Syria


Book a trip with TravelUVA for special guidance with international travel.

Special Considerations for International Travel

The U.S. Department of State has a checklist that is helpful to prepare for a safe trip anywhere outside the United States.  Special attention should be given to the following:

Health and Immunizations for International Travel

  • All employees are encouraged to use the Traveler’s Clinic located in West  Complex for medications and immunizations required for work-related travel abroad. Please call UVA Traveler's Clinic at (434) 982-1700 for more information. Those outside of the Charlottesville area should access these services wherever it is most convenient. Travelers should retain all receipts, regardless of amount, for reimbursement or T&E card reconciliation. Please use expense tile Services>>Other>>Medical Services to expense in ExpenseUVA.
  • Currently enrolled students should contact Student Health for assistance with immunizations. 
  • The Centers for Disease Control offers detailed and summary information on health concerns and international travel.

UVA Health Plan Coverage for International Travel

  • Academic employees covered by the University’s health plan traveling out of the country less than 90 days, only have coverage for urgent/emergency care.  Employee is responsible for paying the foreign provider and then submitting a claim form to get the charges reimbursed.
  • Academic employees covered by the University’s health plan who temporarily live outside the United States for at least 90 days should contact the UVA Benefits Division for international coverage. A special foreign country enrollment form needs to be completed to be eligible for in network benefits when living outside of the US for 90 days or more.
  • Refer to the Health Plan Ombudsman for more detailed instructions.

Vehicle Rental Insurance for International Travel

  • The University's insurance does not cover the collision damage waiver (CDW) and liability damage waiver (LDW) insurance for cars rented outside the territorial United States. Travelers are required to accept this additional coverage and will be reimbursed.

Lodging, Meals and Incidentals

Lodging rates will follow a $300 nightly limit with Supplemental Approval for rates over $600.  Meal and incidental rates can be found in the Rate Guide.

International Airfare and Rail

Air and Rail Travel: Justification and supervisor approval are required for:

  1. International first class ticket purchases
  2. Airline upgrades costing more than $350
  3. Purchase of rail sleeping car ticket

Global Entry and TSA Pre-check:

  1.  Application fees related to trusted traveler programs, such as TSA Pre-check and the U.S. Customs and Border Protection's Global Entry Program, are allowable expenses for Employees who travel frequently for University business. TSA Pre-check applications are available at many DMV locations. Visit U.S. Department of Homeland Security for info about Global Entry.

Consolidator Airfare

Consolidator Airfares may now be purchased through Christopherson Business Travel (CBT).

A consolidator ticket is purchased from a ticket broker who is purchasing large volumes of tickets directly from the airline at a discounted price.  The discount can be significant over the airline’s published airfare and is generally available out of the major hub cities.

  • Travelers may or may not receive frequent flyer points.
  • Seats may or may not be assigned at the time of booking.
  • Consolidator tickets can only be booked by using a CBT agent.
  • Any changes or cancellations must be handled by CBT agent.  The traveler will not be able to call the airline for changes or cancellations.
  • CBT afterhours agents may not be able to offer assistance to travelers after hours as the consolidator might be closed during the time the traveler calls.   
  • In some instances the airline change fee may be higher because of consolidator tickets being "bulk" tickets.
  • If the ticket being purchased is a complex international itinerary, CBT’s transaction fee may be a higher amount.