International Travel

• UTS 190 - International Travel Policy defines University-sponsored travel. Employees and students participating in qualifying travel are eligible for On Call International assistance services.
• Leisure travel does not meet international travel criteria in UTS 190 and is therefore ineligible for UT-purchased assistance services.
• Working remotely or telecommuting from overseas to a “place of work” in the US does not meet international travel criteria in UTS 190 and is therefore ineligible for UT-purchased assistance services.

• On Call does not offer a personal membership, but you can purchase personal travel insurance via one of their affiliated insurance providers.  On Call is part of a group of companies that includes WorldTrips, which offers personal travel insurance with comprehensive coverage.  On Call is the assistance provider embedded in these policies. 
• Learn more here.

• Employees on official, University-sponsored international travel who experience medical needs should contact On Call first, available 24/7:

  • 001 978-651-9722 

    24/7 Live Chat: www.oncallinternational.com/chat/direct

    mail@oncallinternational.com  

• BCBSTX has agreed to a direct billing arrangement with On Call International where they pay case fees and do not charge copays or deductibles regardless of in- or out- of network, if care is medically emergent/necessary and otherwise covered.  (Please note, this does not include routine medical procedures.)
• If On Call International is not called first, or for non-emergent treatment, regular UT SELECT Medical benefits will apply.
•  View Details on the Quick Reference Coverage Chart.

Students generally do not have access to UT SELECT employee medical benefits, so part of the Systemwide international travel assistance purchased includes medical expense insurance coverage for student accidents and illnesses that may occur while abroad.  Learn more here.

• UTS 190: International Travel Policy establishes our Systemwide framework for international oversight and defines what travel must be considered High Risk. 
  • High Risk travel includes any travel to a region with a U.S. State Department Travel Advisory Level 4: Do Not Travel or Level 3: Reconsider Travel, or to a region where the Centers for Disease Control and Prevention (CDC) has issued its highest Travel Health Notice Level advising against travel.
  • All international travel requests for educational, medical, research, or business purposes to High Risk regions must be reviewed and approved by institutional International Oversight Committees (IOCs). The Risk Management Executive Committee serves as the IOC for UT System Administration.
    • Form for UT System Administration International Travel Requests: UT System Administration High Risk Travel Request Form
      • Send completed forms to dhargis@utsystem.edu
      • Direct any questions to jemiller@utsystem.edu
  • Every request will be reviewed according to its own merits and risk mitigation planning.

• It is imperative that all University-sponsored international trips are registered with UT’s contracted emergency assistance provider prior to departure.
  • Enables us to know when and where our travelers are going to be so we can provide assistance accordingly.
  • Travel Registration Instructions

• U.S. State Department
  • Travel Advisories
  • Passport Processing Information
  • Smart Traveler Enrollment Program (STEP)
• U.S. Centers for Disease Control and Prevention
  • Travel Health Notices
• U.S. Customs and Border Protection
  • Travel FAQs
  • Alerts and Announcements
• On Call International
  • On Call Plan Info Portal (UT Group ID 100143CPPD21)

• Travel to sanctioned countries may affect insurance coverages and emergency assistance available. 
• Export Control can advise if licenses are needed for travel, and Information Security can advise about expectations for electronics, such as if a clean device is needed and if VPN may be utilized to connect to the network from the proposed destination.

• Travel to Iran, Israel, the West Bank, Gaza, Russia, Ukraine, and Belarus continues to be prohibited until further notice.
• Effective immediately, travel to Lebanon, Iraq, Yemen, and Syria is also prohibited.
• If an institution determines there is a business or research need that warrants an exception to the prohibition, the following is required:
  • Travel must be approved by the International Oversight Committee (IOC) and the President. This authority cannot be delegated. If an exception is to be granted, the President must provide prior notice to the Executive Vice Chancellor for Health Affairs or Academic Affairs as appropriate, and the Chief Risk Officer.
  • Export Control subject matter expert and Office of Legal Affairs must review any such travel requests to ensure that neither the institution nor the traveler violates any applicable sanctions with respect to financial transactions or engages with any sanctioned person or entity. The IOC must reference review by Export Control and Legal Affairs in any approval documentation.
• While not prohibited, travel to Moldova and Jordan will continue to require approval by the President. This authority cannot be delegated.