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UW Policy Directory

APS 75.1 Official International Travel

Table of Contents

    d

(Approved by authority of the President)

Purpose

This policy establishes health and safety related requirements and measures to support international opportunities for, and minimize undue risks to, University employees who participate in official international travel.

Scope

This policy applies to travelers who participate in official international travel, as defined below. When the travel is not official international travel but any of the University activities are subject to federal security regulations, contact the Office of Research for guidance and resources.

Definitions

High-Risk Destination—Locations identified as high risk by the U.S. Department of State, the Centers for Disease Control and Prevention, or other relevant authorities, including University International Travel Rules and Restrictions.

Official International Travel—International travel that is funded, sponsored, administered, arranged, or approved by the University. This includes any international travel undertaken as a representative or otherwise under the auspices of the University, such as participation in research activities, conferences, meetings, or clinical rotations.

Traveler—Any University faculty, staff, or academic personnel who participates in official international travel.

Responsibilities

Office of Global Affairs

Office of Global Affairs

The Office of Global Affairs (OGA) oversees many of the University’s global activities including:

  • Maintenance of the UW International Travel Registry, where travelers can register location and contact information while participating in official international travel. This information may be used in the event of an emergency to help locate travelers and communicate emergency information.

Global Travel Health and Safety

As a unit of OGA, Global Travel Health and Safety (GTHS):

  • Supports the welfare and safety of travelers in connection with official international travel,
  • Serves as the University’s initial point of contact for international emergencies and coordinates the
    University response,
  • Is responsible for managing the UW Global Travel Registry, and
  • In consultation with the International Travel Risk Assessment and Safety Committee, is responsible for the Travel Warning Waiver review process.

International Travel Risk Assessment and Safety Committee

The International Travel Risk Assessment and Safety Committee (ITRASC) is an advisory committee to the Provost, chaired by the Vice Provost for Global Affairs, that helps OGA assess travel risks and reviews requests for Travel Warning Waivers, which allows for official international travel to high-risk destinations. In addition, ITRASC advises the Provost on managing other health, safety, and security risks abroad.

Travelers

Travelers are responsible for ensuring individual compliance with the University’s travel rules and regulations and are subject to University approval procedures and reimbursement requirements. It is each traveler’s responsibility to assess and mitigate health, safety, and security risks when engaging in official international travel.

Policy Statements

1.  Official International Travel Requirements

1.1. Registering Official International Travel

All official international travel is required to be registered with the OGA through the UW Global Travel Registry before the expected departure date. Travelers to high-risk destinations have additional requirements pursuant to the section on Restrictions on Travel to High-Risk Destinations and Travel Warning Waivers.

Failure to register official international travel in accordance with this policy may result in a traveler being ineligible for University funding, reimbursement, and other travel-related resources. In addition, failure to register may endanger the traveler’s health and safety while creating significant risk for the University and units involved with official international travel. Repeated noncompliance could subject the traveler to disciplinary action.

1.2. Restrictions on Travel to High-Risk Destinations and Travel Warning Waivers

The University’s International Travel Rules and Restrictions outline the rules for travelers proposing official international travel to high-risk destinations. Such travelers are required to submit a Travel Warning Waiver for travel to countries determined to be high-risk destinations. The Travel Warning Waiver must be approved by ITRASC and the Provost (or Provost’s designee) prior to travel.

  • Travel that is in-progress when a location becomes high-risk must be reviewed by ITRASC to determine if the threat is imminent and if travelers should be recalled or relocated.
  • Travel that has been approved by ITRASC may be subject to additional review if there is a change in circumstances and/or additional review is deemed necessary by ITRASC.

Responsible Office and Additional Information

For additional information concerning this policy, contact UW Global Travel.

For campus-specific assistance, see the following units:

For guidance on student travel, see the Official International Student Travel policy.

History

July 25, 2025.