UTEP is committed to making study, research, and other academic pursuits, both domestic and international, safe, and accessible for faculty, staff, and students.  UTEP leadership works with internal and external experts to mitigate risk and improve policies, procedures, programs, and operations.

All UTEP faculty, staff, and students traveling on a UTEP-sponsored, UTEP-administered, UTEP-organized or conducted within one's capacity as a UTEP representative must comply with the following International Travel procedures.  All travel expenses must abide by these procedures or will not be reimbursed.

• UTEP-sponsored, UTEP-administered, UTEP-organized travel includes but is not limited to: study abroad & exchange programs, field studies, research trips, class field trips, internships or practicums, conferences, seminars or meetings, teaching endeavors, medical rotations, student organization trips, service learning or volunteer, experiential and work programs. 

International Travel Procedures: 

In accordance with UT System guidance, the International Oversight Committee must approve international travel to locations noted on the RESTRICTED REGION LIST.

If the destination appears on the Restricted Region List, submit the International Travel Exception Authorization Request Form to IOC@utep.edu.

All completed international travel request packets must be received by 12 p.m. on Friday for review by the International Oversight Committee the following week.

• For Faculty/Staff travel, process a Travel Authorization (TA) and attach approved IOC form.
  
  
• For Student travel:
  • Process a TA and attach the Student Travel Office approval and approved IOC form if:
    • Student is traveling alone and will be reimbursed and/or is booking airfare and car rental through Anthony Travel.
    • Student(s) traveling with a faculty or staff member and will be reimbursed.
  • All student travel must abide by Student Travel Policies and Procedures.
    
    
• Upon TA approval, contact Anthony Travel to arrange:
  • Airline (required)
  • Lodging (optional)
  • Car Rental (optional)
    
    
• Create or update travel profile with On Call International.  All faculty, staff and students are required to register with On Call International.
  • UTEP Group ID: 100143CPPD21
    
    On Call International is a service that monitors overseas travel and responds to overseas emergencies 24 hours a day, 7 days a week, offering emergency assistance to UTEP travelers.  Their services include English-speaking doctors, medical referrals, and evacuation assistance, as well as regional and country-specific risk and safety reporting.
    
    
    
    If you have additional questions after reviewing the On Call International website, please contact Travel Services at (915) 747-5171.

If you feel sick, have an emergency, or need travel assistance, contact On Call International 24/7.  Identify yourself as a UTEP faculty, staff or student and provide the UT Group ID 100143CPPD21.

Call from anywhere in the world: +1 978-651-9722
Call toll-free from US or Canada: 1-833-328-1091
Email: mail@oncallinternational.com
Text only number: 603-945-0103
Live Chat: https://www.oncallinternational.com/chat/direct

On Call International will contact UTEP for additional support and resources as needed.

Health and Well-being:

• Check common health issues travelers might experience after returning home.
• If you feel sick, visit your doctor and let them know about your trip.

Reimbursement:

• Lodging reimbursement is based on the U.S. General Services Administration per diem rates.
  • Itemized commercial lodging receipt is required.
  • In some cases, if actual lodging expenses exceeds per diem, state or grant funds may not be used to cover overages.  For further guidance, reference the Travel Policy.
    
    
• Meal and specified incidentals reimbursements are based on the U.S. General Services Administration per diem rates.
  • Receipts are required unless the traveler is getting meal per diem.
  • 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:
    
    Tips
    Laundry
    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.

• The University must comply with the federal "Fly America Act" when traveling on federal grant funds.  The traveler or department must notify the travel agency if traveling on federal funds.
  
  
• A personal credit card may be required to reserve lodging and car rental directly.  Travelers have the option of booking through Anthony Travel or the car rental portal to directly bill the University.
  
  
• In lieu of using personal funds, departments are encouraged to use other options to help cover traveler expenses, including pre-payments using Miner Mall and/or Non-PO vouchers that allow UTEP to pay vendors directly.
  
  
• Travel to sanctioned countries may affect insurance coverages and emergency assistance available.
  
  
• Travelers who make their travel arrangements through Anthony Travel are automatically registered for On Call International.
  
  
• Faculty, staff, and students MUST comply with UTEP's Export Control Policy when traveling internationally including shipping materials to foreign countries, hiring foreign nationals, or conducting classes outside the U.S.