Frequently Asked Questions
-
How soon in advance do I need to submit the Student Travel Authorization Request form and additional documentation?
The Student Travel Authorization Request form and additional documentation must be submitted at least five (5) business days prior to the scheduled travel date to StudentTravel@utep.edu. Please contact your sponsoring department for additional deadlines.
-
Is Travel Insurance available for students?
Students participating in sponsored travel, must comply with requirements associated with insurance. For students traveling domestically, we HIGHLY recommend that the department/program purchases insurance through UTEP. If a department/program chooses not to purchase insurance for students traveling domestically, copies of current medical insurance certificates/cards for each traveler must be submitted with the Student Travel Authorization Request form for each student who is covered by insurance or statements from each individual student participant who does not have medical insurance must be submitted. No Medical Insurance Release and Indemnification Form (PDF)
If students are traveling internationally on a sponsored program, they are automatically enrolled in ACE are provided with $200,000 worth of injury and illness medical insurance through the ACE/HealthSmart Medical Injury and Illness Policy (HealthSmart). For more information visit International Insurance and Service Coverage
-
After purchasing Student Field Trip insurance, how does a student receive the insurance card?
Once the insurance request has been approved, the requestor will receive a confirmation email, which includes the insurance card. The requestor should disseminate copies of the insurance card to all the travelers.
-
What does the international insurance cover?
The policy brochure for the international insurance can be found on the UT System website and fully explains coverage.
-
Who can get a travel advance?
Travel advances are available under certain conditions and are issued to UTEP employees. Requests must be submitted to the Accounts Payable Department no earlier than 3 business days and no later than 10 business days prior to travel. For additional information, please contact UTEP’s Travel Office.
-
I require special services/support (i.e. dietary needs, physical or learning accommodations), what do I do?
UTEP is committed to supporting students in their travel and ask that you communicate with any program managers/leaders as soon as possible about services/support you will need while traveling. However, it is important to note that some resources, which are readily available in the US, may not be as easily accessible in other countries. Additional steps may be required in conjunction with overseas partners and UTEP’s Center for Accommodations and Support Services.
-
Are we still required to submit travel request forms even if we are just traveling to Las Cruces, New Mexico?
Yes. The Student Travel Request Authorization form and other required documents must be submitted for any travel organized and sponsored by the university occurring more than 25 miles from the University. Since Las Cruces is located 44 miles from UTEP, the Student Travel Request Authorization form and other required documents need to be submitted 5 days in advance of the proposed travel. For more information related to the policy please visit the Student Travel Policy.
-
Do I have to request an International Travel Exception if I am traveling to Juarez, Chihuahua, Mexico even if it’s just for a one-day conference?
Possibly. UTEP’s proximity to the US/Mexico is one of our best assets. However, because Juarez is located in another country, the traveler must comply with policies and procedures associated with traveling to another country including submitting a request for an International Travel Exception Authorization if a state/country has received a Level 3 or 4 Advisory, per the U.S. Department of State. If Juarez, Chihuahua, Mexico is under a level 3 or 4 Advisory, then yes, the traveler will need to request an International Travel Exception Authorization.
-
When traveling, can I use my personal vehicle?
The use of personal vehicles is strongly discouraged and prior authorization is required. For additional information, review UTEP’s Student Travel Policy.
-
When traveling, are students permitted to use a University vehicle from Motor Pool?
Possibly. All drivers of vehicles operated by the University Motor Pool must be employees of the University and must have a valid driver’s license for the operation of the particular vehicle. In addition, operators must have completed the required Defensive Driving Course and have a current Motor Vehicle Record on file with the Office of the Coordinator for Safety in Facilities Services. If the student is employed by the University, then they may be eligible to drive vehicles form the Motor Pool.
-
Can students engage in personal travel before/after the sponsored trip?
UTEP understands a student’s interest in extending their travel time for personal travel. However, this is not always feasible and is actually strongly discouraged when it comes to facilitating group travel. To find out whether or not a student can travel separately from the group either before or after the University-sanctioned travel experienced, approval and coordination in advance of the trip with your respective program Manager/Director is required.
-
Can a student opt out of group-arranged program elements such as model of transportation, hotel accommodations or activities?
Group programs are designed to be inclusive experiences. Opting out of certain components can negatively impact a student’s overall grade, ability to conduct research and/or increase the overall cost of the group travel for all individuals participating in the program. Additionally, discounts and refunds are not given to those who do not fully participate in the travel as designed. The decision as to whether a student can opt out of elements associated with group travel, is at the discretion of the appropriate Coordinator/Director and Dean.
-
Is a passport required when traveling outside of the United States (US)?
Yes. Each person traveling outside of the US is required to have a valid passport. The information listed on the passport needs to be accurate, current, and the passport should not expire for at least 6 months after your planned return to the US. UTEP operates a Passport Acceptance Facility in the Office of International Programs and Study Abroad. For more information and to schedule an appointment, visit Passport Acceptance Facility - Office of International Programs and Study Abroad
-
Can I travel outside the US with my US passport card only and not my passport book?
The US passport card cannot be used for international air travel. If you are crossing the border by land or sea to Canada, Mexico, or Bermuda, you can travel using the US passport card. However, you may consider traveling with a passport book in case an emergency requiring you to fly back to the US arises.
-
Do I need a passport to travel to Puerto Rico?
When you travel to Puerto Rico, it's like going anywhere within the US and a passport is not required. However, if your travel includes flights originating or connecting outside of the US, you will be required to have a passport book.
-
I heard my passport cannot expire the same year I’m traveling, is this true?
Passports should not expire for at least 6 months after your planned return to the US. So if you are going abroad during spring break (March), your passport needs to be valid through at least the end of September. If you have less than 6 months validity left on your passport, you may be denied boarding at the airport to your international flight or denied entry into the foreign country.
-
For students who are attending UTEP on an F or J student visa, do they have to do anything special when traveling abroad?
Yes. Students attending UTEP on an F or J student visa, need to make sure that they are going to maintain their status while abroad. We recommend that F and J student visa holders meet with one of UTEP’s International Student Advisors in the Office of International Programs and Study Abroad (Union East, Room 203) to receive information about traveling while on an F or J student visa. Students may be required to update or renew items such as their student visa before leaving the US. This can take time, so students should be strongly encouraged to start discussions early with the Office of International Programs and Study Abroad. It’s also important to understand that countries have different entry visa requirements for each nationality and which means an international student may require a different visa process than their peers in the same program.
-
I am a Deferred Action for Childhood Arrivals (DACA) student. Can I travel abroad with UTEP?
Unfortunately, as a result of the decision made on September 5, 2017, DACA students can no longer apply for Advance Parole to travel outside the country. We encourage you visit with the Office of International Programs and Study Abroad (Union East, Room 203) to discover ways in which you can take part in international education experiences at UTEP.
-
I am a citizen of the trip’s destination country, can I skip some of the steps?
No, individuals participating in organized and sponsored travel by the University that occurs more than 25 miles from the University campus must comply with the Student Travel process and submit required paperwork.