Faculty, Staff and Student Travel Update - 4/2/2021
University sponsored domestic and international travel for business or study continues to be suspended in accordance with CDC guidance and the Governor’s directive pertaining to non-essential travel by state agencies through summer or until such time that guidance changes. Exceptions to this policy for faculty, staff or students conducting research-related or mission-critical functions will require approval from the respective Vice President. Student travel continues to also require approval by the Dean of Students. All international exceptions for faculty, staff or students conducting research-related or mission-critical functions will require approval by the International Oversight Committee including travel to Juarez, Mexico.
Faculty and staff wishing to plan for future travel (August 1 or beyond) must seek approval by their respective Vice President prior to making any plans and/or payments for related travel (airfare, hotel, conference fees, etc.). Students desiring to study abroad during the fall should work closely with the Office of Study Abroad prior to making any plans and/or payments for related travel (airfare, hotel, conference fees, etc.).
Any questions pertaining to faculty and staff may be directed to the UTEP Travel Office by calling 915-747-5171. Questions related to student travel may be directed to the Dean of Students Office at email@example.com or (915) 747-5648. Specific questions related to study abroad activities, including faculty-led programs, should be addressed to the Office of Study Abroad at firstname.lastname@example.org.
We appreciate your understanding and cooperation during these uncertain times. We will continue to monitor developments and communicate guidance on any changes to travel guidelines.
Safety plan must be completed by university responsible staff before requesting approval from student travel office.
Staff and faculty are encouraged to submit student travel documentation 10 days before departure.
TSA reminds travelers of REAL ID identification requirements Effective OCTOBER 1, 2020
Student Travel Approval Process
Initiating the approval process: The student travel approval process needs to be initiated by the responsible university faculty and/or staff member that is sponsoring/overseeing the travel. Faculty and staff must have all trip information (airline confirmations, lodging details, etc.) before requesting approval through Student Travel. Students should not be reaching out to the student travel office to register travel in the system.
Who is the responsible university employee? If general questions or concerns arise during the trip, the Responsible University Employee for the trip is the primary point of contact. This includes, but is not limited to, changes in flight itinerary, issues with accommodations, planned trip activities, and if a participant becomes ill and is in need of medical attention.
First-time faculty/staff users: In order to be added to the system properly, first-time users must set up a meeting with the Student Travel Office by emailing email@example.com. Any employee with a @utep.edu email address is eligible to set up an account; however, the Student Travel Office must work with each new user to ensure they are assigned the appropriate permissions.
The benefits of student travel are numerous - increased confidence and self-awareness, an understanding of cultural differences and infinite opportunities to network. Whether a student travels domestically or internationally, to share their research, present an academic paper, participate in a conference, engage in a musical performance or faculty-led program, the benefits of student travel go far beyond the actual trip. The information contained in this website, provides important information about student travel safety, processes, and related policies and serves as a helpful resource for faculty, staff and students.
This policy applies to currently enrolled Students taking part in travel to attend activities or events that are:
- organized and sponsored by the University; and
- occur more than twenty-five (25) miles from the University campus.
The types of activities and events covered by this policy include but are not limited to academic course related field trips, Recreational Sports club trips, the activities of recognized student organizations, and meetings and conferences of academic organizations where a Student is attending/participating due to their affiliation with the University. Visit Student Travel Policy for University Organized or Sponsored Events for more information
Study Abroad/Study Away trips require additional steps. If the student travel is a Study Abroad/Study Away trip, contact the Office of International Programs and Study Abroad FIRST as additional forms are required.
International Travel Resources
UTEP Procedure for Traveling to a Foreign Country
Review the foreign travel procedures which all University faculty, staff and student must comply with.Learn More
International S.O.S: International Emergency Assistance Program
Make sure you will have access to the best possible treatment options and proof of payment in the event that you need health care abroad.Learn More
International Oversight Committee
Committee responsible for assessing the risk of travel requested for countries where the U.S. Department of State has issued a current Travel WarningLearn More