International Travel Authorization

You must submit an International Travel Authorization Form at least 30 days before your trip. 

⚠️ Important: If you don’t submit this form in time, your travel may not be approved, and reimbursement could be denied. Some requests require additional review and approval that can add more time. Requests that reach the Chancellor’s Office within 5 business days of travel will not be considered.

Wait for official SPF confirmation before booking any non-refundable travel arrangements.

Once your International Travel Authorization Form has been approved, SPF Risk Management will arrange travel insurance on your behalf for the duration of your trip. Travelers will be emailed a copy of their insurance cards prior to departing. 

Review the CSU High Hazard Country List and the U.S. Department of State website for any travel warnings or restrictions. (These lists are updated frequently—check close to your travel date). This is particularly important if traveling to an Elevated-Risk Destination, described below. If the risk profile has changed or new travel warnings have been released since your trip approval, reach out to risk-management@humboldt.edu to discuss any additional safety measures needed for your trip. 

Travelers are personally responsible for acquiring all necessary visas, vaccinations, etc. required by the country they are traveling to. SPF strongly encourages all travelers to research local laws for their destination, familiarize themselves with basic risks of international travel, and have a documented safety plan in place. Contact University Risk Management at risk-management@humboldt.edu for advice on how to best prepare.

Additional resources around physical and digital safety during international trips can be found here.

Review the SPF Travel and Business Expense Policy, as well as the other information available on the SPF Travel page for other travel-related guidance that is not specific to traveling internationally but applies to all SPF travel both domestic and international. This includes information on key travel topics such as travel advances, allowable and unallowable costs, group travel, meals and lodging, and much more.

Depending on your destination or research subject matter, it is possible your international travel could trigger export control considerations. Please review the Export Control page for more information, and reach out to risk-management@humboldt.edu if you have any questions or aren’t sure if export controls will apply. 

Yes, even a quick drive over the border of a neighboring country like Mexico or Canada is International Travel and must be fully authorized prior to travel. Only travel within the United States (including its territories and possessions) and Puerto Rico are considered domestic travel not subject to this International Travel approval process. Travel to all other destinations must go through the International Travel Approval process and requirements.  

The following information must be provided for all international travelers that are part of the group or otherwise included within the travel authorization request (i.e. any travelers who do not have their own International Travel Authorization Form):

• First and Last Name
• Email accessible during travel
• Traveler type (faculty, staff, student, or other with explanation describing their relationship to the University or employee)
• Purpose of Travel
• All travel dates, including travel dates between international locations if travel includes multiple destinations, and any personal travel dates & locations

Executive Order 1041 is the CSU-wide Student Travel Policy which requires all students participating in programs with travel to acknowledge they have been informed of the risks of travel by signing a Release of Liability form. If you will be traveling internationally with students, be sure to attach the signed release forms to the International Travel Authorization Form or otherwise shared with SPF as part of the travel approval process. 

Yes. If your travel expenses will be split across multiple business units (e.g., HMCMP, HMADV, or HMAS), you must follow campus travel approval procedures in Concur for the portion of the trip funded by non-SPF sources. Even if part of your travel is funded through the Sponsored Programs Foundation (SPF), campus approval is still required when campus funding is used.

Wait for official SPF confirmation before booking any non-refundable travel arrangements. We cannot guarantee reimbursement for costs incurred before the trip has been fully reviewed and approved. 

Many factors go into the review and approval of international travel that can add up, which is why we require requests to be submitted at least 30 days prior to the intended travel date. Review includes considerations ranging from funding and class schedule coverage, to safety and risk mitigation for elevated risk locations, which require input from a broad range of approval authorities (see the “International Travel Approval Process” section below). Depending on the specific elements and complexity of your proposed trip, there may be many factors to consider and changes required in order to approve the trip, all of which can impact the review and approval timeline.

The cost of international travel insurance through the FTIP depends on a combination of the duration of your trip and the location(s). The following typical rates are subject to change at any time, and do not include the premium supplemental costs which apply to High Hazard areas:

Yes, the foreign travel insurance policy allows a maximum 14 days of personal travel to be included in/covered by this policy. If additional personal days are part of your trip, they will not be covered by this insurance. 

Yes, employees may elect to extend this insurance coverage at the employee’s expense to the following family members:

• Employee spouse / partner
• Employee children*

*The policy will also cover adult children, if:

• Unmarried child, from the moment of birth to age 19 - 25
• If a full-time student, who is chiefly dependent on the parent for support.

If children are past the age limit, they can still be covered on the following conditions:

1) the child is handicapped,

2) is not capable of self-support and

3) depends mainly on the parents for support and maintenance.

No coverage is extended to employee parents or any students’ family members.