International Travel

North Carolina A&T State University International Travel Policy

Any University Affiliated International Traveler (faculty, staff, administrator, others with MOUs or Affiliated agreements) or student proposing to undertake International Travel on behalf of North Carolina A&T State University must follow the appropriate approval and travel security requirements set forth in the international travel policy.  The international travel policy applies to all traveling internationally, Hawaii, Alaska and the US territories including but not limited to the following purposes of: attending or participating at international conferences; international research, teaching, and administrative travel, with or without students; study abroad; internships; exchange programs; student group travel to enhance university business or programs with or without students; study abroad; internships; exchange programs; faculty led study abroad and research activity programs; and any other university affiliated international travel organized under the University auspices. The international travel policy does not apply to travel for purposes of personal vacation, pleasure, personal study for faculty, staff, or students, or affiliate who conduct personal work outside the scope of the University Affiliated international travel.  

International Travel Policy Purpose

Purpose: To ensure University Affiliated International Travel - travel using the name of North Carolina A&T State University and involving its faculty, staff, administrators, students and others affiliated with the University are properly identified and registered with the Office of International Affairs (OIA) for safety, security, and reporting. 

International Travel Requests

Travelers must submit travel requests in the Office of International Affairs Travel Registry. The Travel Registry is a secure system for faculty, staff, students, and other university affiliates to enter international travel information. All travelers going abroad on university-affiliated international travel business must submit their travel through this system. Travelers will login using their OneID credentials. 

  1. Upon the Office of International Affairs approving travel in the registry, confirmation of approval must be downloaded from the travel portal and uploaded as an attachment into Chrome River for the expense pre-approval process.

  2. Once the final approval is granted in Chrome River and travel has been booked, it is required to return to the OIA Travel Registry to update your final itinerary and upload the required forms. 

  3. Students, faculty, and staff are required to have international health insurance coverage when traveling abroad on University-affiliated business. University-affiliated international travel includes all international travel funded by the University as well as all travel for academic credit. Travelers are required to complete the Insurance Roster Form, the Insurance Transmittal Form (request form from OIA), and make payment for insurance at the Office of the Treasurer (forms and payment cannot be accepted online at this time). Upon receiving your receipt, please upload it to the travel registry along with your Insurance Roster Form.

 

OIA International Travel Approval Process

STEP 1: The traveler submits travel in the OIA Travel Registry.

STEP 2: The OIA reviews the travel submission within 72 business hours.

STEP 3: Once approved, the traveler uploads the confirmation of approval to Chrome River for the expense pre-approval process (each approver has 72 business hours to approve).

STEP 4: Final approval is granted in Chrome River, and the traveler proceeds to book travel arrangements.

STEP 5: The traveler goes to the Treasurer's Office to pay for their travel health insurance using the Insurance Transmittal Form.

STEP 6: The traveler uploads their receipt, Insurance Roster Form, and updates itinerary. 

STEP 7: The OIA enrolls the traveler in the travel health insurance, and the traveler departs.

 

Traveler Requirements for the OIA Travel Registry

Travelers must log into the OIA Travel Registry using their OneID credentials. It is required that you complete your profile in its entirety and upload your passport.  Upon completing your profile, select the appropriate travel reason as referenced above. Only one reason should be selected.

Reasons for travel include: 

  • Faculty/Staff-Led Conference Attendance
  • Faculty/Staff-Led Conference Attendance with Students 
  • Faculty/Staff-Led Conference Presentation
  • Faculty/Staff-Led Conference Presentation with Students
  • Faculty/Staff-Led Study Abroad Leader Travel
  • Faculty/Staff-Led Study Abroad Chaperone Travel
  • Other/Business Faculty & Staff Travel (Exploratory or Research)
  • Faculty/Staff Sponsored Program Travel (Awards/Grants)
  • Student Conference Participation 
  • Study Abroad Students 
  • Other/Academic Students Travel (Internships and Research) 

 

Training Materials