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Personal Travel Arrangements

Personal Travel Arrangements for TATE Programs

Airline Reservations

Faculty Housing

Liability and Indemnification

Guidelines for Accompanying Dependents

Passports & Visas

Immunizations and Health Issues

Laptops and Equipment


Personal Travel Arrangements for TATE Programs 

Instructors typically do not travel in conjunction with TATE Programs. If you intend to travel, all associated arrangements are the responsibility of the instructor. Travel should be coordinated through your home department.

Airline Reservations

Before reserving your flight, contact our office to obtain a travel authorization. Keep in mind that, we will not authorize a flight purchase if there are concerns about program enrollment.  Faculty Directors can book and direct-bill their airfare to Learning Abroad. These flights will be coordinated by a University-approved travel agent. You can also choose to purchase the flight on your own and seek reimbursement. If you choose this route, be sure to check with us before purchasing the flight to ensure that you have enough applications in the system to receive a reimbursement.

Faculty Housing

Lodging expenses are reimbursed based on the program budget. The amount of funding available to you for housing will be discussed when your program budget is created. If your housing costs are based on a "per person" rate, you will be reimbursed for only one person.

The maximum spending allowance for housing is determined by the U.S. Department of State, but these rates are designed for individuals participating in diplomatic activities and traveling Heads of State. For that reason, most Faculty Directors agree to lower housing rates to make their program more affordable for students. Keep in mind that the cost of housing is passed directly on to your students, and that reserving expensive housing could jeopardize your program as the cost to students increases. When you develop your budget, we will make a recommendation for your housing rate based on our experience with program travel and your destination.

Although Learning Abroad may be able to suggest possible options for your housing, Faculty Directors are responsible for identifying housing in the host country and managing the reservations. If invoices are available, office can pay for your housing directly.

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Liability and Indemnification

Faculty Directors are considered legal representatives of the University. As such, they are entitled to the same liability protection given to all University representatives. Legal representation will be provided for the Director and assistant(s) in all matters related to the program if required. Details on liability can be found on the Office of Risk Management and Insurance website. Please note that this protection does not extend to dependents travelling with you.  Program Assistants who are registered with the U’s Global Risk Manager are also eligible for this coverage.  Contact Learning Abroad to ensure that your Program Assistant is properly registered.

Guidelines for Accompanying Dependents

The University assumes no responsibility for accompanying dependents. The University reserves the right to impose limits and/or conditions on the roles, activities and presence of family members or friends who accompany program leaders. Such limits or conditions derive from programmatic concerns related to health, safety or security as determined by Learning Abroad. Faculty Directors should consider the following when determining whether or not the bring dependents on University business travel.

  1. Student Perception: Students are often frustrated by the presence of dependents.  They feel that their program fees are covering what they perceive to be your family vacation.
  2. Insurance Requirement: All dependents travelling with university employees are encouraged to purchase a CISI insurance policy.
  3. Emergencies:  The University will not provide support for dependents during an emergency.  It is the responsibility of the employee to coordinate any emergency assistance without jeopardizing program or negatively impacting your ability to perform your duties.
  4. Liability: It is the responsibility of all dependents to read the US State Department information sheets if they participate in any group travel by land, sea or air. The dependents are responsible for their own safety and insurance coverage. Dependents are not covered by the Liability and Indemnification privileges extended to University employees.
  5. Accommodations: Accompanying dependents may share accommodations with the Faculty Directors(s), provided such sharing is allowed by the housing provider. Faculty Directors will receive housing reimbursements for one person, regardless of how many accompanying family members share the accommodation. If housing costs are based on a "per person" rate, the program leader will be reimbursed for only one person.
  6. Funds: University funds cannot be used to pay for or subsidize dependent travel. If the costs for a dependent are included on your receipts, they must be deducted before the receipt is submitted for reimbursement.
  7. Minor Dependents: Minor children accompanying Faculty Directors must be adequately supervised at all times. The presence of minor children or other family members cannot disrupt or alter the program in any way. The University does not provide childcare.

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Passports & Visas

All travelers will need a passport. For information on passports, see the information in the Learning Abroad Handbook.
It is the responsibility of the faculty member and program assistant to determine if a visa is needed before departure. It is also your responsibility to obtain the proper visa for all countries to be visited, including those before and after the program. Consult with a travel agent or the Embassy of your host country to check visa entry requirements. Please note that visa requirements may be different for non-US citizens. For general information about visas, visit the visa section of the Learning Abroad Handbook.

Immunizations and Health Issues

It is your responsibility to determine if international travel is safe for you and to obtain any recommended or required immunizations. Information about Travel Health can be found in the Learning Abroad Handbook.

Laptops and Equipment

Keep in mind that if you are traveling abroad with controlled equipment or materials (e.g. global positioning systems, encrypted software, or select agents) you may be in violation of federal law or IRB regulations. It is also important to consider the kind of student information kept on any laptops you take abroad. If your laptop is lost or stolen you could put students at risk of identity theft. If possible, try not to keep student information on your laptop. If you have participants' home addresses, phone numbers and emails, please encrypt or protect the information with passwords.

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Last Updated: 1/12/17