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International Travel

IMPORTANT NEW TRAVEL POLICY ---- Given the severity of Ebola in West Africa and the CDC and U.S. Department of State Travel Advisories, all UVa faculty and staff travel to and from countries experiencing the Ebola outbreak (Guinea, Liberia, Sierra Leone, Nigeria, and the Democratic Republic of the Congo) requires notification and approval by a Dean, Vice President, or Designee— with the International Studies Office copied on any approval. A recent letter from Jeffrey W. Legro, Vice Provost for Global Affairs to Deans, Vice Presidents and Managers detailing this new policy is located at http://www.procurement.virginia.edu/interim/MsgTravelEbola.pdf

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

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 you in obtaining any license necessary to support university travel.

Before You Make Travel Arrangements

Those traveling on behalf of the University MUST obtain PRIOR approval from the Office of Export Controls at export-controls@virginia.edu or 982-5725 under certain circumstances. Failure to obtain prior authorization may result in serious personal liability and disallowance of charges by the University. See http://www.virginia.edu/sponsoredprograms/exportcontrols/travel.html for more information.

Prior approval MUST be obtained for all activities with sanctioned countries (Cuba, Iran, N. Korea, Sudan and Syria):  

  • 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

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 Immunization

  • You may need additional health insurance while you are away. See http://travel.state.gov/travel/cis_pa_tw/cis/cis_1470.html.
  • The MEDEX Plus Program offers emergency travel assistance available at no cost to UVa benefit eligible employees who will be leaving the United States for UVa business-related travel. A program description is available in this brochure.
  • MEDEX 360ºm Global Medical Monitor offers travelers a robust source of information regarding health conditions and medical care in 236 countries and territories. For example, travelers can visit the site to get an overview of the medical situation for a location, identify nearby medical facilities in case of an emergency, and determine what shots and immunizations they need before they go.
  • You may be required to have special vaccinations.
  • University of Virginia Traveler's Clinic offers itinerary-specific medical consultation.
  • The Centers for Disease Control offers detailed and summary information on health concerns and foreign travel.
  • The Charlottesville-Albemarle Health Department also provides immunizations for foreign travel. The Health Department is located at 1138 Rose Hill Drive, Charlottesville, Virginia, 22906. The office is open 8:00 a.m. to 4:30 p.m. Call (434) 972-6269 for answers to immunization questions.
  • Currently enrolled students should contact Student Health for assistance with immunizations.

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.
  • Other types of insurance are not reimbursable.

Lodging, Meals and Incidentals

Note: Alaska, Hawaii, the Commonwealths of Puerto Rico and the Northern Mariana Islands, and possessions of the United States are included in the Rate Guide.

  • Lodging, meal and incidental rates can be found on Procurement & Supplier Diversity Services(PSDS) web site at the Rate Guide.

Please note:

  • If a specific city is listed in the table, that rate also applies to other cities within 15 minutes travel time from the listed city unless otherwise noted.
  • Some city rates include specified outlying counties or suburbs.
  • Some county rates may not include a major city within that county.
  • If a specific locality is not included in the table, the ‘Other’ rate listed applies.
  • Refer to the Rate Guide page to determine individual meal and incidental amounts.  Use this chart to calculate how much to deduct when meals are provided at no cost to the traveler.
  • International incidental rates vary from location to location.  Incidental cost include tips given to porters, baggage carriers, bellhops, hotel maids, stewards or stewardesses, laundry, personal phone calls and transportation between places of lodging (or business) and restaurants. 
  • When requesting reimbursement, be sure to convert to US dollars. See the Foreign Currency Converter.
  • Include a copy of the currency conversion page with the Travel Workbook.