UTEP Procedure for Traveling to a Foreign Country

Visit http://www.internationalsos.com.

Enter membership number 11BSGC000037 for program details.

Once you access the site, you'll also find information security International SOS services at a 20% discount for vacation and leisure travel.

If you have additional questions after reviewing the International SOS website, please contact Travel Services at (915) 747-5163.

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

   1. Review Department of State Travel Warnings to determine whether the destination requires approval by the International Oversight Committee (IOC)
      1. If destination is at a level 3 or level 4 category, the International Travel Exception form
      2. If the request is approved, proceed with "Planning Your Trip #2".
   2. If your destination does not require IOC approval, proceed with "Planning Your Trip #2".

2. Planning Your Trip

   1. Process a Travel Authorization (TA)
   2. Upon TA approval, contact Anthony Travel or use the acceptable options to make arrangements for:
      
      1. Airline or other transportation
      2. Lodging
      3. Car Rental

   Reminders:
   1.  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.
   2.  Update or create a travel profile with International SOS.
   3.  A personal credit card will be required to reserve lodging and car rental. 

3. Getting Reimbursed

   1. Lodging reimbursement is based on the U.S. Department of State per diem tables
      1. Detailed commercial lodging receipt is required.
      2. In some cases, if actual lodging expense exceeds per diem, the overage may be reimbursed on a local account.
         • Examples: conference hotel, safety concerns, health issues
   2. Meal and specified incidentals reimbursements are based on the U.S. Department of State per diem tables.
      1. Receipts are not required.
      2. Meals and Incidentals per diem overages will not be reimbursed.
      3. 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
   3. Submit flight itinerary, commercial lodging receipts (detail), and any other required receipts.
   4. Travel expenses must be converted to U.S. dollars. Use the Internet conversion calculator www.XE.com.