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New International Travel Procedures

September 8, 2009

Effective September 1, 2009, the Office of Risk Management and Insurance will use an online application/registration system for all international travel by CSU faculty and staff traveling on CSU business. The online system will generate an Approval Notice to be printed and attached to the completed Pre-Trip Travel Voucher.

More efficient and timely

The reasons for the development of this online system are:

(1) to create a more efficient and timely approval process,
(2) to help monitor all international CSU travel in the event of an emergency, and
(3) to comply with CSU’s insurance policies that require registration of CSU employees with the Office of Risk Management and Insurance.

Reduced notification period

One benefit of the system is that it allows for the registering of travelers who can be quickly accounted for and given assistance when necessary. The Office of Risk Management and Insurance worked with CSU’s insurance carriers to reduce the notification period.
 
Under this online system, the four to six-week notice period has been reduced to a five to seven-day notice period EXCEPT when students are traveling. Any traveler who is a student will be referred to the Office of International Programs to ensure that all safety and liability issues are appropriately addressed. If students are included in the proposed travel, an e-mail from the Office of International Programs certifying that they have received the necessary information, MUST be attached to the Pre-Trip Travel Voucher.

Online access

You may access the online system at http://www.ehs.colostate.edu/WRisk/travelHome.aspx. To submit a trip, click “Int’l Travel Application” and login using your CSU EID. Anyone with a CSU EID can be added as a traveler or can create a trip application.

Travel Advisory Waiver

If any destination is subject to a U.S. State Department travel advisory (Travel Warning and/or Travel Alert), the trip is not approved until the Office of Risk Management and Insurance has received a signed and completed Travel Advisory Waiver. If the application has indicated a U.S. State Department travel advisory destination, the online system will automatically send the traveler a waiver to be completed. The traveler must then send a signed and completed waiver to Sally Alexander or Mona Steinke in the Office of Risk Management and Insurance. A faxed copy of this waiver is acceptable (970-491-4804).

Upon receipt of the Travel Advisory Waiver for each traveler, the trip will be approved and an Approval Notice will be sent to the initiator. The Approval Notice MUST be attached to the Pre-Trip Travel Voucher. Please allow enough time for the waivers to be completed, signed, and acknowledged by the Office of Risk Management and Insurance. 

  • Current list of destinations subject to a U.S. State Department travel advisory.

Provost's approval required on all international pre-trip vouchers

Please note that in effect since April 1, 2009, all international Pre-Trip Travel Vouchers require Provost’s Office approval. In academic units, the Dean’s signature is required and in administrative units, the relevant Vice Provost/Vice President’s signature is required before it is sent to the Provost’s Office.

**It is important for travelers to understand that they will not be covered by CSU's insurance policies if their Pre-trip Travel Voucher is not completed and approved (all required signatures including the Provost's Office) before travel takes place.** 

Contacts for assistance

If you have any problems using the online system, please contact Sally Alexander in the Office of Risk Management and Insurance at Sally.Alexander@colostate.edu or (970) 491-7726. You may also access the International Travel Flow Chart [PDF] for assistance in determining the international travel process.

The Office of Risk Management and Insurance wishes to thank the College of Veterinary Medicine and Biomedical Sciences, the Warner College of Natural Resources, and the College of Engineering for participating in the testing of this system and providing valuable feedback.


Contact: Irene Vernon
E-mail: Irene.Vernon@colostate.edu
Phone: (970) 491-6614