What is considered foreign travel? Furthermore, what is at cost and what is not? This table should help you figure these questions out. Remember that foreign destinations must be TR300 in the line details of your travel requisition.
|Alaska & Hawaii||No||Yes|
(Puerto Rico, US Virgin Islands, Guam)
|All Other Countries||Yes||Yes|
In these days and times, traveling to foreign countries can be pretty disconcerting if not downright scary. Still, with some common sense and some research, travel to other countries can end up relaxing, productive, and pleasantly memorable.
Fortunately, setting up foreign travel does not require much more beyond normal domestic travel. Here are some basic steps (some required by the State and UT) to ensure things go well:
Have all required papers!!! Call Corporate Travel to have them advise you of what papers you will need (passport, visa, shots). Remember that some of these will take months to receive - plan ahead.
Check the travel warnings for the destination country. Hint: if the country is not listed, there is no warning; however, you will still want to look at news articles and travel sites for some of the latest information on the country. If there is a travel warning, a note must be placed in the travel req that the traveler is aware of the warning, and a separate written notice of the warning with the traveler's acknowledgement of the warning must be signed. See the HOP for more information.
Purchase a book on the country you are visiting, especially to learn more of the cultural do's and don'ts.
Book the reservation with Corporate Travel. Ask plenty of questions, especially if this is your first time to travel to this country (or internationally, for that matter).
Process the travel requisition no less than 7 days prior to travel. The main difference is the Category ID, which must be TR300 even if there is no expense. This will flag the req so that Administrator Approvers will be notified to set the Origin Code to E07 for the EVP for Business Affairs.
Follow up with Corporate Travel once the req has been approved to ensure it has been ticketed if you are using UPT. Remember, they will not receive the req to authorize the UPT charge unless "send to travel agency" has been checked in the Travel Panel.
There are two good practices worth mentioning: Take your wallet, dump all the contents onto a copy machine, and make several copies. Pack a couple in different places to take with you. Leave the rest at home. Also, if the country you are flying to has plenty of places to use them, take traveler's cheques. They can be replace if lost or stolen. Remember that many countries may not have ATM's or even take your credit card.
Retain all receipts and turn them with the travel voucher as required. Generally, per-diem for foreign travel is at-cost. Contact accounting if you have special costs that you are not sure of.
Evacuation, Medical, and Legal Assistance - The University of Texas System has contracted with International SOS to provide worldwide assistance and evacuation services. Examples of services included within the program include 24-hour access to International SOS physicians who provide emergency and routine medical advice, emergency medical and security evacuations, lost document assistance, and access to country-specific medical and security information. See http://www.uthscsa.edu/business/travel/intlsos.html for more information.
ENJOY YOUR TRIP!