Employee Travel

Requirements

All university-related travel is required to comply with University Policy 3.4.2 Global Travel Safety and Security, along with all established expense/travel guidelines. All college and departmental policies and procedures must be consistent with these policies, related procedures, and directives. Travel registration and approval are handled through a Workday spend authorization (see the Workday business process overview at the bottom of the page).

As part of the policy:

  • All Travelers must check their travel abroad destination against the University’s travel risk list prior to submitting a travel request and adhere to all applicable processes and procedures associated with each risk category.
  • Trip, program, or employee leaders or employees accompanying students abroad must require all Travelers to comply with export control laws and regulations. If a license is required, the license must be in place prior to the export.
  • All Travelers engaging in University-related travel must register their travel with the Global Travel Safety and Security Committee travel registry regardless of U.S. State Department designation.
  • All Travelers engaging in University-related travel must complete the Global Travel Liability Waiver regardless of the risk level of the international destination.
  • Participation in pre-departure orientations or related acclimation or assimilation activities is strongly encouraged and may be mandated by the Global Travel Safety and Security Committee or individual programs.
  • Any person traveling abroad with access to or in possession of University property at any time during the travel period must adhere to all applicable University policies, protocols, and procedures to safeguard, protect, and responsibly use and share the data, records, or property, including compliance with all applicable export control laws and regulations.
  • If a spouse or dependent is accompanying a Traveler, the person on University-related travel must indicate this in the travel registry.
  • Travelers must follow United States and state laws related to traveling abroad, as well as the laws of the countries visited.
  • All faculty or staff Travelers accompanying student Travelers shall:
    • Receive pre-travel authorization for University-related travel abroad.
    • Register their travel abroad with the University prior to traveling.
    • Enroll in approved international health and travel insurance.
    • Receive orientation or training related to safety and security issues, threats and guidance, personal and institutional risk, and emergency preparedness and response protocols prior to any travel period.
  • All faculty or staff Travelers participating in University-Related Non-Student Travel Abroad shall:
    • Register their travel abroad with the University prior to traveling.
    • Participate in pre-departure orientations.
    • Enroll in approved international health and travel insurance.

Travel Liability Waiver for countries Level 1 and 2: Liability Waiver Level 1 and 2

Travel Liability waiver for countries Level 3 and 4: Liability Waiver Level 3 and 4

Travel to Foreign Countries of Concern (FCOC)

In accordance with Florida law and institutional policy, travel to Foreign Countries of Concern must be reported and approved in accordance with Florida Statue 1010.36, Board of Governors Regulation 9.013, and FAU Policy 1.19. FCOC means the People’s Republic of China, the Russian Federation, the Islamic Republic of Iran, the Democratic People’s Republic of Korea, the Republic of Cuba, the Venezuelan regime of Nicholas Maduro, or the Syrian Arab Republic, including any agency of or any other entity under significant control of such foreign country of concern. 

International Health/Travel Insurance

All FAU students, faculty, and staff engaged in university-related travel abroad must enroll in approved international emergency health/travel insurance. Students participating in academic study abroad and faculty-led programs, as well as faculty and staff, are automatically enrolled in insurance as part of their program participation.

All other students, faculty, and staff must enroll in the approved university plan. Please review the International Health and Travel Insurance for information.

In accordance with FAU Policy 3.4.2 (Global Travel Safety and Security), all faculty and staff approved for university-related travel abroad must obtain international insurance coverage.

The plan is provided by Cultural Insurance Services International (CISI) Medical (Accident/Sickness) Plan underwritten by Ace American Insurance Company Personal Liability Policy underwritten by Lloyd's of London.

Faculty/Staff who are approved for international travel may use this link to self-enroll in the plan: fau-faculty - Welcome Cultural Insurance Service International. This link provides all policy and coverage information. Enrollment is at no cost to faculty and staff- please use the link above. You should not enroll until your travel request has been fully approved. 

Coverage Dates:  

The coverage dates should align with the approved arrival and departure dates of your international business travel. If needed, you may include an additional 3 days to the start and end of your approved business travel to allow for arrival and departure travel. Your coverage dates should not include personal nor vacation travel before and/or after the program.

Workday Business Process Overview

Travel on University business must be authorized in advance of travel. As part of the process, a Spend Authorization (SA) must be submitted in the Workday Expense Module and fully approved before making travel commitments or incurring travel expenses. All foreign travel is routed to the Chairs of the Global Safety and Security Committee as part of the SA business process. Upon reaching the Chairs, the destination is reviewed against the U.S. Department of State Travel Advisory Level. Should the destination be a Level 3, Level 4, or Foreign Country of Concern, the  Global Safety and Security Committee will review the travel and provide its recommendation directly into the SA business process, which will then be routed to the respective decision-maker.