UTEP Procedure for Traveling to a Foreign Country
Visit http://www.myoncallportal.com and enter UT Group ID 100143CPPD21 to learn more about the services and benefits avaiable to you, gain access to pre-trip resources, and access the Global Risk Intelligence site for country specific health, safety and cultural information and advice..
If you have additional questions after reviewing the On Call International website, please contact Travel Services at (915) 747-5163.
We have created an "International Travel Process Map", in which we have gathered the most important steps and resources that you will need when planning a trip and getting reimbursed.
All University faculty, staff, and students must comply with the following Foreign Travel procedures. All travel expenses must abide by these procedures or will not be reimbursed.
1. Pre-Travel Arrangements
Review the Department of State Travel Warnings and Center for Disease Control and Prevention (CDC) Health Notices websites to determine whether the destination(s) is(are) an area of High Risk and requires approval by the International Oversight Committee (IOC):
- If destination has a Department of State Travel Warning level 3 or level 4 or a CDC Travel Health Notice level 3, submit the International Travel Exception form.
- Seek approval from your respective Vice President prior to making any plans and/or payments for related travel (airfare, hotel, conference fees, etc.).
- If the request is approved, proceed with "Planning Your Trip #2".
2 Planning Your Trip
- Process a Travel Authorization (TA) and attach all approvals.
- Upon TA approval, contact Anthony Travel arrange:
- Airline (required)
- Lodging (optional)
- Car Rental (optional)
- The University must comply with the federal "Fly America Act" when traveling on federal grant funds. The traveler or department planner must notify the travel agency if traveling on federal funds.
- Contact On Call International to update or create a travel profile.
- A personal credit card will be required to reserve lodging and car rental.
3. Getting Reimbursed
- Lodging reimbursement is based on the U.S. Department of State per diem tables
- Detailed commercial lodging receipt is required.
- In some cases, if actual lodging expenses exceeds per diem, the overage may be reimbursed on a local account.
- Examples: conference hotel, safety concerns, health issues
- Meal and specified incidentals reimbursements are based on the U.S. Department of State per diem tables.
- Receipts are not required.
- Meals and Incidentals per diem overages will not be reimbursed.
- Specific incidentals are included in the meal and incidentals per diem as follows and will not be separately reimbursed:
- Telephone calls
- Internet connections
- Travelers check charges
- Fees to exchange U.S. currency for foreign or vice versa
- Money Orders
- Submit flight itinerary, commercial lodging receipts (detail), and any other required receipts.
- Travel expenses must be converted to U.S. dollars. Use the Internet conversion calculator www.XE.com.