Skip to Content

Home >> Travel & Expense >> International Travel

International Travel

IMPORTANT NEW TRAVEL POLICY - WEST AFRICA

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 2014 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

 

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 export-controls@virginia.edu or 982-5725 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

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 for International Travel

  • For additional health insurance, see Insurance Providers for Overseas Coverage.
  • The United Health Care Travel Assistant program offers emergency travel assistance available at no cost to UVA benefit eligible employees who travel more than 100 miles from UVA for University business.  More information can be found on the University Human Resources site.
  • 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

Lodging, meal and incidental rates can be found in the Rate Guide. When requesting reimbursement, be sure to convert expenses to US dollars. See the Foreign Currency Converter. Include a copy of the currency conversion page with the Travel Workbook.