texas travel policy

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Travel Policies

UT Austin believes that an international experience is essential to our academic mission. The Restricted Regions Travel Policy and the Student International Travel Policy were created in order to safeguard the well-being of students, faculty and staff going abroad.

Please note that these travel policies are separate from the Request for Travel Authorization (RTA) process. Anyone expecting to receive reimbursement from their department for their travel expenses should complete an RTA in addition to the forms required by Texas Global.

While all travel abroad has inherent risks, some parts of the world pose heightened risks to the health and safety of travelers. The International Oversight Committee (IOC) created the Restricted Regions Travel Policy in order to safeguard the well-being of students, faculty and staff going abroad.

The IOC reserves the authority to impose additional requirements before approving a request to travel abroad (e.g., health or disciplinary clearances, restricted travel to specified areas of concern). Without strict guidelines, UT Austin cannot protect the safety of its students, faculty and staff. Strict adherence to the policy is our way of keeping our community safe.

The university will not support travel that takes place without adhering to the requirements of the Travel Policy. To receive credit for coursework taken or research conducted (including thesis or dissertation research) in a Restricted Region, UT Austin students must obtain IOC approval prior to travel. Violators may be denied credit or face non-academic sanctions.

All students (undergraduate and graduate) who violate the travel policy will be referred to the Dean of Students/Student Conduct and Academic Integrity for disciplinary action. Your Department/Dean will also be notified.  Any reimbursement from the university for unapproved travel is strictly prohibited.  For graduate students applying for graduation who have traveled to a Restricted Region without approval, your graduation timeline may be impacted.

UT Austin undergraduate and graduate students traveling internationally must abide by UT Austin’s Travel Policy, with or without university funding. This applies to all students, traveling individually or with a group, who are participating in any university sponsored, university administered or university related activity or program.

This includes but is not limited to:

• approved education abroad programs
• internships
• field studies
• service learning
• conferences and workshops
• competitions of any nature
• volunteer, experiential, or work programs sponsored, endorsed, promoted or administered by UT Austin
• recognized student organization trips abroad
• class field trips

UT Austin employees traveling internationally, with or without university funding, to conduct university business as a faculty or staff member, must abide by UT Austin’s travel policy.

• research 
• conferences or workshops
• teaching endeavors

Any student traveling internationally for a university-related purpose, regardless of credit or funding, must  obtain authorization  prior to departure. For more information about policies governing student international travel, visit the  General Information Catalog (Appendix N) .

The types of activities and events covered by this policy include:

• trips organized and/or sponsored by The University of Texas at Austin that are part of or contribute to an academic course or degree program including internships, practicum, and research;
• academic-related international service learning, internships, practicum, research, and volunteer opportunities organized and/or sponsored by the University of Texas at Austin;
• travel by members of a registered student organization regardless of whether or not the organization requires its student members to attend the activity or event;
• other trips organized and/or sponsored by The University of Texas at Austin including the activities of sponsored student organizations;
• travel to meetings of academic-related, professional associations including conferences.

All international student travel covered by the Student International Travel Policy includes mandatory enrollment in the UT International Insurance Coverage program--Overseas Insurance.

Important Note:  Students participating in official Education Abroad Programs and Social Work Field Placement opportunities are not required to complete the International Travel Authorization and should instead complete an application to study abroad.

The University of Texas at Austin uses the  UTS 190 International Travel Policy  as framework for our institutional oversight that promotes the health, safety and security of UT Austin travelers and initiatives abroad. This replaces the 2010, 2011, and 2014 Chancellor's directives relating to international travel health, safety and security.

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Globe-trotting Longhorns get help with travel documents at Passport Services

A slight buzz from the air conditioning dances with the light chatter that fills the small room in the Main Building where Passport Services has been temporarily relocated. Cubicles circle the space, and people enter with documents in their hands as they prepare for vacations or trips to study abroad.

In 2008, Larry Phu, then the director of finance and administration for the International Office, and Heath Roberie, recently hired as Texas Global’s chief financial and administrative officer, opened an acceptance facility for passport applications. The operation now employs six workers who process about 10,000 U.S. passport applicants per year. The office, which recently moved back to 2400 Nueces St. after nearly a year of renovations, is open to the public but is designed to accommodate staff, faculty and students during their busy schedules.

“The main service is convenience,” Passport Services manager Erick Romero says.

Employees are cross-trained in everything from preparing and executing an application to taking passport and visa pictures and handling payments. The goal is to provide efficient customer service.

“Every other place has another function,” Romero says. “The post office is 100 things you can do there, so their staff is limited with how much time they can dedicate.”

Passport Services is part of Texas Global, as is Education Abroad. This makes it very convenient for students who plan to work or do research abroad to apply for their passport in the same building.

Spring is the busiest time of the year. To avoid long lines or booking delays lasting months, the office uses an appointment system that allows scheduling just a few days in advance. Romero says it allows greater flexibility and availability for people who urgently need a passport.

Employees are straightforward about deadlines and an applicant’s probability of obtaining a passport, says Nicholas Jimenez, assistant manager of Passport Services.

“Our reputation has been really good on that regard,” Jimenez says. “We try to make it easy to understand, easy to come in and out. We know people have busy lives, whether you’re a student or general public.”

Jimenez says it is important to remember to treat everyone with kindness and respect and to keep customer service a top priority.

“You get the full luxury passport experience here,” Jimenez says.

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