Study Abroad Travel Approval
Pre-approval for Faculty/Staff-Led Study Abroad programs is processed through the OIA Travel Registry (https://travelregistry.ncat.edu). Upon approval, the traveler must upload confirmation from the OIA Travel Registry to Chrome River for the final approval. Once approved in Chrome River, faculty can recruit students for their program, and finalize travel arrangements. *Once the final approval has been granted through Chrome River and your travel has been finalized with your Study Abroad provider (if applicable) or you have booked your travel independently, it is required to return to the OIA Travel Registry to update your final itinerary and upload the required forms listed below.
New travel requests for Faculty/Staff-Led Study Abroad Programs must be submitted in the OIA Travel Registry at least 365 days before travel. Renewals of Faculty/Staff-Led Study Abroad Programs may be submitted in the OIA Travel Registry at least 180 days (about 6 months) prior to travel.
Travelers must select “Faculty/Staff-Led Study Abroad” in the OIA Travel Registry, as the reason for travel. The following information is required for approval in the OIA Travel Registry:
- Purpose of Travel (must relate to Preeminence 2030)
- Revised Budget (how many students & costs)
- Description of Travel
- Provider Information
- Sample Flight and Hotel Cost
- Travel Related Costs (incidentals)
- Leave of Absence Information
- Personal Travel Plans (if applicable)
- In-country Emergency Contact
- Chaperone Information
- Upload Proof of Insurance (receipt of payment due after final approval in Chrome River)
- Upload Copy of Required Travel Visa (if applicable)
- Student Disciplinary Record Check Clearance Letter
- Upload Travel Exception Form (if applicable)
- Upload Participant Travel Manifest Form
- Acknowledgement of University Travel Policy
Insurance Requirements
All travelers are required to purchase and enroll in GeoBlue International Travel Health Insurance, regardless of whether insurance is provided by their travel provider.
Travelers are required to complete the following steps:
- Complete the Insurance Roster Form (available in the International Travel section of the
OIA webpage) and request the Insurance Transmittal Form from Alitta Satchell
(agsatchell@ncat.edu) as it contains sensitive fund information. - Submit payment along with the Insurance Transmittal Form to the Office of the
Treasurer (First floor of the Dowdy Building). Online payment is not available at this time. - After receiving your receipt, upload proof of payment in the OIA Travel Registry in the
designated upload section, and send both the receipt and the Insurance Roster Form to Alitta Satchell who will then enroll travelers in GeoBlue International Travel Health
Insurance.
Pre-approval for Chaperones accompanying Faculty/Staff for Study Abroad programs is processed through the OIA Travel Registry (https://travelregistry.ncat.edu). Upon approval, the traveler must upload confirmation from the OIA Travel Registry to Chrome River for the final approval. Once approved in Chrome River, travel arrangements can be finalized. *Once the final approval has been granted through Chrome River, and your travel has been booked by your provider (if applicable) or you have booked your travel independently, it is required to return to the OIA Travel Registry to update your final itinerary and upload the required forms listed below.
Chaperone requests for Faculty/Staff-Led Study Abroad Programs must be submitted in the OIA Travel Registry at least forty-five (45) business days in advance of the planned departure date.
Chaperones must select “Faculty/Staff-Led Study Abroad Chaperone” in the OIA Travel Registry as the reason for travel. The following information is required for approval in the OIA Travel Registry:
- Purpose of Travel (must relate to Preeminence 2030)
- Description of Travel
- Provider Information
- Sample Hotel and Lodging Cost
- Leave of Absence Information
- Personal Travel Plans (if applicable)
- Chaperone Information
- In-country Emergency Contact
- Upload Proof of Insurance (receipt of payment due after final approval in Chrome River)
- Upload Copy of Required Travel Visa (if applicable)
- Upload Travel Exception Form (if applicable)
- Acknowledgement of University Travel Policy
Insurance Requirements
All travelers are required to purchase and enroll in GeoBlue International Travel Health Insurance, regardless of whether insurance is provided by their travel provider.
Travelers are required to complete the following steps:
- Complete the Insurance Roster Form (available in the International Travel section of the
OIA webpage) and request the Insurance Transmittal Form from Alitta Satchell
(agsatchell@ncat.edu) as it contains sensitive fund information. - Submit payment along with the Insurance Transmittal Form to the Office of the
Treasurer (First floor of the Dowdy Building). Online payment is not available at this time. - After receiving your receipt, upload proof of payment in the OIA Travel Registry in the
designated upload section, and send both the receipt and the Insurance Roster Form to Alitta Satchell who will then enroll travelers in GeoBlue International Travel Health
Insurance.
Student study abroad travel is processed through the OIA Travel Registry (https://travelregistry.ncat.edu). Students should only submit their travel details after receiving an official study abroad acceptance letter from the OIA. To access the study abroad application, please use the following link.
Students must select “Study Abroad Students” in the OIA Travel Registry, as the reason for travel. The following information is required for approval in the OIA Travel Registry:
- Study Abroad Program Details
- Provider Information (if applicable)
- Upload Proof of Insurance
- Upload Copy of Required Travel Visa (if applicable)
- Upload Copy of Passport
- Upload Student Conduct Pledge
- Upload Travel Exception Form (if applicable)
- Acknowledgement of University Travel Policy
Insurance Requirements
All travelers are required to purchase and enroll in GeoBlue International Travel Health Insurance, regardless of whether insurance is provided by their travel provider.
Travelers are required to complete the following steps:
- Complete the Insurance Roster Form (available in the International Travel section of the
OIA webpage) and request the Insurance Transmittal Form from Alitta Satchell
(agsatchell@ncat.edu) as it contains sensitive fund information. - Submit payment along with the Insurance Transmittal Form to the Office of the
Treasurer (First floor of the Dowdy Building). Online payment is not available at this time. - After receiving your receipt, upload proof of payment in the OIA Travel Registry in the
designated upload section, and send both the receipt and the Insurance Roster Form to Alitta Satchell who will then enroll travelers in GeoBlue International Travel Health
Insurance.
The required forms for upload can be found hyperlinked below (coming soon):
- Insurance Roster and Insurance Transmittal Form(request from OIA; all travelers)
- Student Disciplinary Form for Record Check Clearance Letter (trip leader only)
- Travel Exception Form (all travelers;if applicable)
- Travel Manifest Form (faculty leader)
- Student Conduct Pledge Form (students only)
- Parent/Guardian Communication Form (students only)
- International Travel Health Form (students only)
- Student Release Authorization Form (students only)
- Terms and Conditions of Placement Form (students only)
Please note, the OIA Travel Registry training for Study Abroad Travel is different from the Travel Registry Training for Faculty/Staff Other/Business Travel.
Faculty/Staff Zoom Training (coming soon)
Student Zoom Training (coming soon)
