International Travel Guidelines
International Travel | Reimbursement/Payment Policy | Tips | Links
In light of the recent laws and procedures implemented for national security the international traveler has experienced significant delays in both departing from and arriving in the United States and countries abroad. World events have often caused trip delays and trips abroad are sometimes cancelled.
In order to avoid problems and unnecessary costs to the University, please follow these suggestions.
Airfare
Use a travel agent whenever possible to plan and book international travel. Prior to purchasing airfare, discuss the following with the travel agent and/or airline:
- Different types of airfares that are available.
- Ticket change rules and cancellation policies for the different airfares.
- Potential of using that airfare for another traveler (i.e. someone in your department or division) at a future date.
- Fees for changes and/or transfers.
Compare different types of airfares considering these potential costs. In some cases, a more expensive initial flight may have fewer additional costs in relation to changes and/or cancellation and in the end may be the more reasonable flight to obtain.
Hotels
- Request late check in when making your reservations. This allows extra time, if needed, to claim your accommodations.
- Most hotels have a 24 hour cancellation policy. Try to advise the hotel prior to their deadline.
- Use a credit card whenever possible to charge accommodations. The credit card provider can often mitigate losses on behalf of the cardholder.
Tips for International Travelers
- Make sure you have a signed, valid passport (and visas, if required). Also, before you go, fill in the emergency information page of your passport!
- Read the Consular Information Sheets (and Public Announcements or Travel Warnings, if applicable) for the countries you plan to visit (See "Consular Information Program" section for more details.) or call the Office of Overseas Citizens Services at 202-647-5225
- Familiarize yourself with local laws and customs of the countries to which you are traveling. Remember, the U.S. Constitution does not follow you! While in a foreign country, you are subject to its laws.
- Make 2 copies of your passport identification page. This will facilitate replacement if your passport is lost or stolen. Leave one copy at home with friends or relatives. Carry the other with you in a separate place from your passport.
- Leave a copy of your itinerary with family or friends at home so that you can be contacted in case of an emergency.
- Do not leave your luggage unattended in public areas. Do not accept packages from strangers.
- If you plan to stay abroad for more than two weeks, upon arrival you should notify by phone or register in person with the U.S. embassy in the country you are visiting. This will facilitate communication in case someone contacts the embassy looking for you.
- To avoid being a target of crime, try not to wear conspicuous clothing and expensive jewelry and do not carry excessive amounts of money or unnecessary credit cards.
- In order to avoid violating local laws, deal only with authorized agents when you exchange money or purchase art or antiques.
- When overseas, avoid demonstrations and other situations that may become unruly or where anti-American sentiments may be expressed.
- If you get into trouble, contact the nearest U.S. embassy.
When Traveling Abroad Don't Forget MEDEX, It's Free!
MEDEX is a program provided at no cost to State of Wisconsin (including University) employees while traveling abroad in the course and scope of their employment. This travel insurance program provides medical emergency assistance for worldwide travel while on business. MEDEX is designed to ensure the availability of competent health care as promptly as possible in situations where health care may not be available or is not up to US standards. Coverage includes:
- 24 hour/ 7 day a week, toll-free emergency assistance services
- medical evacuation and repatriation coverage
- limited accidental death and dismemberment coverage
See http://www.bussvc.wisc.edu/risk_mgt/medex_program.html for details on the MEDEX program.
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