WIDENER UNIVERSITY INTERNATIONAL TRAVEL POLICIES AND PROCEDURES

Transcription

1 WIDENER UNIVERSITY INTERNATIONAL TRAVEL POLICIES AND PROCEDURES In order to support and track Widener faculty, staff and students traveling internationally under the auspices of the University, the following policies and procedures are being implemented, effective NOTIFICATION OF INTERNATIONAL TRAVEL BY FACULTY OR STAFF All Widener University faculty or staff traveling under the auspices of Widener University outside of the 50 United States to conduct research, teach classes, or attend conferences should complete and submit the Notification of International Travel Form to the Office for Global Engagement (OGE) no later than 3 weeks prior to planned departure. In cases where a faculty or staff member must travel abroad on shorter notice, the Notification of International Travel Form should be submitted immediately with a brief explanation of the need for imminent travel. A photocopy or scanned copy of the traveler s biographical/photo passport page, signed Consent to Release Medical Information form (see Travel Insurance information below) and a signed Travel to Foreign Countries Agreement for Employees and Employee Travel to Foreign Countries Agreement for Infectious Diseases and Medical Matters must be attached to the Notification of International Travel Form. Enrollment in the University s travel insurance program cannot be guaranteed if documents are submitted less than 3 weeks prior to planned departure. The Notification of International Travel Form and Consent to Release Information form can be found in the Office for Global Engagement (OGE) Campus Cruiser Office. 2. NOTIFICATION OF FACULTY OR STAFF-LED INTERNATIONAL LEARNING PROGRAMS All Widener University faculty or staff leading curricular or co-curricular programs outside of the 50 United States involving Widener University students must submit the Intercultural Learning Program Proposal form (see OGE Campus Cruiser Office for form template) approved by the faculty or staff member s Dean or Associate Provost along with required accompanying documents to the OGE 60 days prior to planned departure. Accompanying documents include: a. Program description and/or syllabus b. Preliminary program budget see OGE Campus Cruiser Office for Budget template c. Proposed itinerary Upon receipt of Intercultural Learning Program Proposal and accompanying documents, the OGE will review the planned itinerary with the Office of Compliance and Risk Management and notify the program group leader within one week of receipt of the documents whether or not the itinerary has been approved. 3. ADDITIONAL REQUIRED SUBMISSIONS FOR FACULTY OR STAFF-LED INTERNATIONAL LEARNING PROGRAMS No later than 30 days prior to planned departure, the leader of a faculty or staff-led international learning program should submit the below listed documents to the OGE. a. Completed Participant List Spreadsheet see OGE Campus Cruiser Office for template b. Finalized budget template see OGE Campus Cruiser Office for template c. Finalized itinerary

2 d. Signed Consent to Release Medical Information forms for all participants see OGE Campus Cruiser Office for template e. Signed Travel to Foreign Countries Release for Students form for all student participants see OGE Campus Cruiser Office for template f. Signed Student Travel to Foreign Countries and U.S. Territories Release for Infectious Diseases and Medical Matters form for all student participants See OGE Campus Cruiser Office for template. g. Photocopies or scanned copies of the biographical/photo passport page for all program, participants, including faculty and staff 4. DESTINATIONS REQUIRING NOTIFICATION Any destination outside of the 50 states, including U.S. territories such as Puerto Rico, U.S. Virgin Islands, Guam. 5. TRAVEL WARNING COUNTRIES Faculty or staff traveling under the auspices of Widener University, including those leading intercultural learning programs, should check to see if any of the proposed destinations are on the US Department of State Travel Warning List If any of the proposed destinations appear on the list, an explanation must be included with either the Notification of Travel Form or the Intercultural Learning Program Proposal form detailing efforts that have been made to assess the risks associated with the destination(s) and the availability of medical and/or other assistance, if needed. Travel to any country for which a Travel Warning has been issued will require review and approval by the Widener University Executive Team. 6. UNIVERSITY INTERNATIONAL TRAVEL INSURANCE All faculty, staff and students are required to secure international travel insurance when traveling internationally on behalf of the University and are eligible for coverage under the University s FrontierMEDEX International Travel Insurance program. 1 Widener University understands that external vendors for study abroad programs may include international travel insurance. However if the coverage and benefits under the vendor s program are not equal to or better than the Widener plan as determined by the Office of Compliance and Risk Management, Widener will automatically enroll the student in Widener s International Travel Insurance program and the cost will be billed directly to the student s account. 7. UNIVERSITY TRAVEL INSURANCE ENROLLMENT AND FEES FACULTY AND STAFF The OGE and the Office of Compliance and Risk Management are responsible for enrolling travelers in the University s international travel insurance program. For faculty and staff travelers, upon receipt of the Notification of International Travel Form and the Consent to Release Medical Information form, the OGE will submit a request for insurance coverage to the Office of Compliance and Risk Management. Insurance ID cards will be sent to the traveler via attachment. The insurance fee will be charged to the sponsoring department s 1 The current travel insurance program specifically covers: Accident & Sickness, Emergency Medical Evacuation, Repatriation of Remains, Emergency Medical, Emergency Reunion, Accidental Death & Dismemberment and 24Hour International Emergency Assistance, along with certain trip cancellation provisions. Please contact the Office of Compliance and Risk Management for current travel benefits, as the International Travel Insurance program is subject to change without notice. The traveler is responsible for reading and understanding the benefits of this coverage. The published rate schedule and current travel benefits can be found in the OGE Campus Cruiser Office shared file International Travel Insurance. 2

3 designated account, unless otherwise specified, per the published rate schedule (see OGE Campus Cruiser Office shared files). In order to be guaranteed enrollment in coverage in a timely fashion, the traveler must submit the required documents to OGE no later than 3 weeks prior to departure. All travelers are responsible for carrying their International Travel Insurance Card (FrontierMEDEX) with them at all times while traveling abroad. 8. UNIVERSITY TRAVEL INSURANCE ENROLLMENT AND FEES STUDENTS For faculty and staff-led study programs, upon receipt of the Participant Information List and Consent to Release Medical Information form, the OGE will submit a request for coverage to the Office of Compliance and Risk Management and will forward insurance ID cards to the program leader via attachment. Program leaders are responsible for distributing insurance ID cards to group travel participants. Students traveling independently on long-term study abroad programs should consult with OGE on enrolling in the University s travel insurance program. Unless otherwise specified, the travel insurance fee will be charged to the student s account by the Bursar's Office, per the published rate schedule (see OGE Campus Cruiser Office). In order to be guaranteed enrollment in the insurance coverage, required documents must be submitted to the OGE no later 3 weeks prior to departure. 9. DEPENDENTS UNIVERSITY TRAVEL INSURANCE FEES Dependents accompanying faculty and staff traveling internationally on behalf of the University must be covered under the University s International Travel Insurance program. Dependents are defined as immediate family members. This includes the faculty or staff member s spouse/partner and/or children. The faculty or staff member is responsible for paying the insurance fee for dependents enrolled in the International Travel Insurance program, based on their age, per the published rate schedule (see OGE Campus Cruiser Office). A check for the total amount due, made payable to Widener University should be submitted to the OGE along with the traveler s Consent to Release Medical Information form no later than 3 weeks prior to departure. 10. NOTIFICATION TO STUDENT HEALTH SERVICES Any student participating in international travel through the University must complete and submit the Travel Abroad Medical Profile and Consent to Care form to Widener s Student Health Services no later than 45 days prior to planned departure to ensure that each student has the appropriate immunizations and health information for a safe trip. Student Health Services will advise the student whether immunizations or other medical services are needed prior to departure. The Travel Abroad Medical Profile and Consent to Care form can be found in the OGE Campus Cruiser Office. 11. TRAVEL EXPENSE REIMBURSEMENT An approved Notification of International Travel Form or Intercultural Learning Program Proposal must be in place in order for faculty or staff to be reimbursed for any travel expenses (per prior agreement with the faculty or staff member s Dean or Associate Provost) at the conclusion of the trip. A copy of the form should be submitted with the employee s expense report, along with all invoices, to the employee/s Dean or Associate Provost for approval. All travelers must adhere to the travel reimbursement policies established by the Widener University Controller s Office. 12. CONFIDENTIALITY The documents required by this policy will be kept in a secure and confidential manner in the Office for Global Engagement. Contact information provided will only be used in the case of an emergency and will be kept on file for the duration of the travel. 3

4 The Office for Global Engagement will securely dispose of all personal information and documentation of upon the conclusion of travel. 13. RESPONSIBILITIES OF TRAVELERS Travelers are expected to check appropriate health and safety and information sites about their destination country and to prepare accordingly. All travelers must obey host-country laws, and if participating in a program, must understand and comply with the terms of participation, codes of conduct, and emergency procedures of the program. The use or possession of weapons and/or substances illegal in the United States is prohibited at all times. The determination of the legality of the use of alcohol and penalties for alcohol-related issues varies by country. The designated trip leader has the right to determine if the legal use of alcohol by student participants will be permitted. The trip leader s requirements with regard to the legal use of alcohol by students must be documented in a participation contract, which must be signed by each student participant. All travelers must accept responsibility for their own decisions and actions. 14. SUMMARY OF REQUIRED SUBMISSIONS FACULTY AND STAFF INTERNATIONAL TRAVEL Documents may be submitted electronically or as hardcopies to the Office for Global Engagement, Bruce Hall 110, globalengagement@widener.edu. All document templates can be found in the OGE Campus Cruiser Office. a. Notification of International Travel Form 3 weeks prior to departure date b. Photocopy or scanned copy of Biographical/photo page of Passport submitted with Notification of International Travel Form c. Signed Consent to Release Medical Information submitted with Notification of International Travel Form d. Signed Travel to Foreign Countries Agreement for Employees submitted with Notification of International Travel Form e. Signed Employee Travel to Foreign Countries Agreement for Infectious Diseases and Medical Matters submitted with International Travel Form. 15. SUMMARY OF REQUIRED SUBMISSIONS FOR FACULTY AND STAFF-LED INTERNATIONAL LEARNING PROGRAMS Documents may be submitted electronically or as hardcopies to the Office for Global Engagement, Bruce Hall 110, globalenegagement@widener.edu. All documents must be submitted to OGE within the timeframe indicated below. All document templates can be found in the OGE Campus Cruiser office. a. Faculty or Staff-Led Intercultural Learning Program Proposal and required accompanying documents approved by Dean or Associate Provost 60 days prior to departure Proposal documents include program description and/or syllabus, proposed budget, and proposed itinerary b. Photocopy or scanned copy of the traveler s biographical/photo passport page for all program leaders and participants 30 days prior to departure c. Signed Consent to Release Medical Information forms 30 days prior to departure d. Signed Travel to Foreign Countries Release for Students 30 days prior to departure e. Signed Student Travel to Foreign Countries and U.S. Territories Release for Infectious Diseases and Medical Matters 30 days prior to departure. f. Completed Participant List Spreadsheet 30 days prior to departure 4

5 g. Finalized itinerary 30 days prior to departure h. Finalized budget 30 days prior to departure 5