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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 export-controls@virginia.edu 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

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 Immunization for International Travel

  • The University covers medications and immunizations required for work-related travel abroad for benefit-eligible academic employees. Coverage also includes a professional evaluation to help determine which medications and immunizations are needed for University business travel. For more information on this travel benefit, please see http://www.hr.virginia.edu//uploads/documents/forms/travelform.pdf or call the UVA Traveler's Clinic at (434) 982-1700.
  • The Charlottesville-Albemarle Health Department also provides immunizations for international 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. 
  • 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. http://www.hr.virginia.edu/uploads/documents/forms/Aetna_medical_claim_form.pdf
  • 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, 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.