Library Document Details

UAB-Related International Travel Policy

Abstract:
This policy describes regulations for UAB-related international travel. Included in this document is information on approval requirements and travel reimbursements.
Effective Date:
9/25/2013
Responsible Party:
Contacts:
None Assigned
Administrative Category:
Applies To:
Faculty, Staff
Material Original Source:

 

 
 
University of Alabama at Birmingham
 
UAB-RELATED INTERNATIONAL TRAVEL POLICY
 
September 25, 2013
 
(Replaces policy entitled "UAB-Related Foreign Travel Policy" dated February 3, 2010) 
 
 
 
Related Policies, Procedures, and Regulations

For procedures now applicable to travel to areas affected by Ebola, please click here.
International Travel Guidelines for UAB, UABHS, HSF, CEFH, and OSF Employees
UAB Expenditure Approval Policy
Rule 413, Travel Guidelines,  in The Board of Trustees of the University of Alabama Board Manual
Public Health Service regulations for grant-supported projects and activities. 

 

 

Purpose

The purpose of this policy is to comply with the travel guidelines set forth in the University of Alabama Board of Trustees Rule 413 related to University of Alabama at Birmingham (UAB) employee international travel, to set forth expectations for registration of UAB-related employee and student international travel, and to assist individuals with available resources should an emergency occur while traveling abroad on UAB business.

Applicability

This policy applies to all University of Alabama at Birmingham (UAB) employees and students.     

The expectations set forth in this policy apply to the following types of international travel:
  • Any UAB-related international travel authorized to be paid from, or reimbursed through, any UAB account, regardless of funding source;
  • Any UAB Study Away; and
  • Any UAB-related international travel that is undertaken for conducting UAB business but for which the expenses will be paid by the traveler or paid directly to or on behalf of the traveler by a non-UAB party.  An example of this is international travel by a UAB employee to make a presentation at a professional society meeting for which the organizer will reimburse the employee directly.   
This policy does not apply to international travel undertaken for personal reasons or for purposes of performing external activities other than professional public service activities, as those terms are defined in the UAB Enterprise Conflict of Interest and Conflict of Commitment Policy.
  

Definitions

UAB-related international travel is defined as any international travel undertaken for purposes of conducting UAB business, fulfilling one’s institutional responsibilities, or participating in UAB Study Away activities. 

Class A Study Away is defined as any academically-grounded, UAB-related student international travel including, but not limited to:

1.      Any course of study for which academic credit is received and transferred to UAB at a UAB Office for Study Away-approved domestic or overseas institution.
 
2.      Research for which academic credit is received and transferred to UAB that is conducted at a domestic or foreign institution approved by the UAB Office for Study Away, UAB Office for Undergraduate Studies, or a UAB academic department.
 
3.      Service Learning for which academic credit is received and transferred to UAB.  This includes internships, volunteerism, shadowing, clinical rotation, and observations.
 
4.      University-sponsored activities that take place overseas that are either credit-bearing or non-credit-bearing, including Outreach Abroad, Outdoor Pursuits, artistic performances, athletic activities, or other student organization travel.

Class B Study Away is defined as any other UAB-related student activity not included above, such as attendance or participation in conferences as a UAB representative.

For employees traveling for purposes other than accompanying undergraduate students on Class A or B Study Away or accompanying graduate students on Class A Study Away, international travel includes any travel outside of the United States, United States territories and possessions (also known as "United States Insular Areas"), and Canada.  This definition is consistent with federal regulations governing federal grants and contracts. 

For all students and for any employee accompanying undergraduate students on Class A or B Study Away or accompanying graduate students on Class A Study Away, international travel includes any travel outside the United States and the District of Columbia.
 

Policy Statement

UAB supports and encourages international travel by employees and students for the purpose of furthering the educational, research, and service missions of UAB.  Those traveling on UAB business should be aware that policies and procedures governing behavior and financial affairs apply regardless of the location where UAB business is conducted.  In addition, employees and students are required to adhere to the expectations set forth below. 
 
 
Employee Travel

There are no specific geographic restrictions on international travel by employees.  However, all travelers should exercise informed judgment on whether to travel to a given location.  In certain circumstances, business travel may be denied by the vice president of the organizational unit in which an employee is primarily assigned, or in the case of faculty, the Provost.  Additionally, no employee shall be required by UAB to travel to an international destination that the employee reasonably believes to be unsafe.

All employee international travel must be registered through the appropriate procedure prior to commencement of the travel for purposes of payment or reimbursement of expenses and travel accident insurance coverage.  Failure to register international travel may result in personal liability for the costs of travel and/or lack of resources for emergencies abroad.

Funding of UAB-related international travel expenses from UAB accounts requires written approval from the President of UAB or his or her designee prior to commencement of the travel.  Based on the funding source, advance approval the sponsor may also be required.  UAB-related international employee travel that is paid by the traveler or directly to or on behalf of the traveler by a non-UAB agency or organization does not require approval.  However, in such cases, employees are still required to register their international travel plans in advance of their departure. 
 
International travel by employees accompanying undergraduate students on Class A or B Study Away or accompanying graduate students on Class A Study Away must be approved by the UAB Office for Study Away in advance of the travel.
 
 
Student Travel
 
Any undergraduate student undertaking UAB-related international travel must obtain approval of the UAB Office for Study Away through the appropriate procedure prior to commencement of the travel.  International travel by undergraduate students to locations for which a current U.S. Department of State Travel Warning exists must be reviewed and approved in advance through the formal petition process in place through the Office of Study Away.  The UAB Study Away Risk Management Committee reserves the right to deny requests for undergraduate student travel to such locations.

Any graduate student undertaking Class A Study Away must obtain approval of the UAB Office for Study Away through the appropriate procedure prior to commencement of the travel.  Any graduate student undertaking Class B Study Away must register with the UAB office of Study Away through the appropriate procedure prior to commencement of the travel.  Additionally, no graduate student undertaking Class B Study Away shall be required by UAB to travel to an international destination that the graduate student reasonably believes to be unsafe. 

For both graduate and undergraduate students, additional advance approvals may be required by virtue of the funding source. 
 
 
Travel Warnings and Restricted Travel
 
International travel should be undertaken only in accordance with this policy and associated guidelines and after the traveler has considered all necessary personal safety issues.  All travelers engaging in UAB-related international travel are encouraged to check the travel warnings provided by the U.S. State Department for the countries to be visited.  For assistance with obtaining or interpreting the travel warnings, employees may contact the UAB Office of Sponsored International Programs, and students may contact the UAB Office for Study Away.  Additional information on international travel safety is available at the U.S. Department of State’s Website.

International travelers
who intend to take equipment, software, or materials (e.g., laptop computers, laboratory equipment, laboratory samples, etc.) abroad should check the UAB Export Control Website to ensure that they are in compliance with Federal regulations.  Also, any travelers planning to travel to a country under U.S. government sanctions must clear their travel plans with the University Compliance Office to ensure that all government-required approvals or licenses are in place prior to departure.
 
 
Implementation

The Office of the Provost is responsible for procedures to implement this policy as it relates to students and employees accompanying undergraduate students on Class A or B Study Away or accompanying graduate students on Class A Study Away.

The Office of the Vice President for Financial Affairs and Administration is responsible for procedures to implement this policy as it relates to employees traveling internationally for any other UAB-related purpose.