70.23 - University International Travel

A. Definitions.

A-1. Authorized Third Party. Any person not a University employee or student, who is authorized to travel for University business, programs or other purposes, including, without limitation, volunteers, scholars, contractors, alumni, community members, guests, or public officials.

A-2. Faculty/Staff-Led University International Travel (FSIT). University International Travel led by a UI employee involving UI undergraduate or graduate students, employees, authorized third parties, alumni, or the public. FSIT may include but is not limited to travel for study, research, field work, service, internship, or volunteer work.

A-3. International Travel. Travel outside the 50 states of the U.S. Because travel to U.S. territories requires similar review in regard to risk, liability, and pre-departure assistance, for the purposes of this policy it is included in the definition of international travel.

A-4. Non-University International Travel. International travel that is 1) not related to University business, programs, or other purposes, or 2) not approved pursuant to the procedure outlined in B-1. Examples include personal travel, such as spring break or vacation travel, and travel that is not approved by the University.

A-5. University International Travel. International travel that: 1) is related to University business, programs, or other purposes and 2) meets the conditions of and has been approved consistent with the requirements set forth in this procedure. International travel relating to an approved international flexwork agreement must comply with FSH 3250.

A-6. Travel Advisory. Issued by the U.S. Department of State, Travel Advisories are issued on a 4-point scale of increasing concern and describe the risks of travel to each country in the world. Advisory Levels are as follows: Level 1: Exercise normal precautions; Level 2: Exercise increased caution; Level 3: Reconsider travel; Level 4: Do not travel. Further information on the Travel Advisory system and current Travel Advisories can be found at: https://travel.state.gov/content/travel/en/traveladvisories/traveladvisories.html

A-7. University International Emergency Management Team (“UIEMT”). An ad hoc committee consisting of University administrators who support and assist employees and students who are participating in University travel or are otherwise on University business abroad to address emergencies, such as  outbreaks of violence, political unrest, or medical emergencies. The UIEMT also considers requests for exceptions to this policy prior to international travel. The UIEMT is composed of the Director of the International Programs Office, the Study Abroad Director, the Vice Provost for Student Affairs or representative, Office of Risk Management (Risk) representative(s), Legal Counsel (as needed), and other faculty/administrators as needed.

B. Procedure.

B-1. Employee and Authorized Third-Party International Travel. The University of Idaho will authorize international travel by employees or authorized third party as contemplated in A-1 above on behalf of or under the auspices of the University only when the following have occurred at least 30 days prior to travel, unless permission for a shorter timeframe is explicitly granted by IPO:

a. Advance approval through the use of a travel authorization (see APM 70.05); and

b. Registration of travel with the International Programs Office (“IPO”) through its online international travel registration system available at: https://uidaho-sa.terradotta.com/index.cfm?FuseAction=Abroad.Home, which shall include review for any applicable export control and trade sanction restrictions or prohibitions by the Office of Research and Economic Development (“ORED”). Approved international flexwork agreements (See FSH3250) are considered to be university international travel and follow the same required approval processes as for all other university international travel.

B-2. Faculty/Staff-Led International Travel. Employees leading students abroad must be approved for such travel through IPO’s online international travel system by the specified deadlines: https://www.uidaho.edu/academics/ipo/study-abroad/information-for-faculty-advisors

B-3. Student International Travel. The International Programs Office will authorize international travel by students on behalf of or under the auspices of the University only when the following has occurred by the deadlines required in the specific circumstances, but at least 30 days prior to travel, unless permission for a shorter timeframe is explicitly granted by IPO:

a. Advance approval through the use of a travel authorization, if applicable (see APM 70.05).;

b. Registration of travel with the International Programs Office (“IPO”) through its online international travel registration system available at: https://www.uidaho.edu/academics/ipo/study-abroad, which shall include review for any applicable export control and trade sanction restrictions or prohibitions by the Office of Research and Economic Development (“ORED”).

B-4. Travel to Country or Region with Level 3 or 4 Advisory. Travel to a country or region with a Level 3 or 4 Advisory is generally prohibited. Requests for exemptions from this prohibition may be made to the UIEMT by contacting abroad@uidaho.edu.

B-5. Non-University International Travel. International travel without prior approval shall be considered Non-University International Travel, and will not be paid for or reimbursed by the University, including charging of costs to research grants or contracts; exceptions may be made in extraordinary circumstances, but never for travel to OFAC-sanctioned countries undertaken without prior approval. Flexwork travel out of country without completing the full approval process will result in Non-University International Travel and require the use of annual leave or leave without pay for the duration of the Non-University International Travel. In addition, any traveler on Non-University International Travel will not be eligible for the University’s insurance coverage, other than that provided as employee benefits, while traveling, and damages and the defense of any legal matters arising from the travel will be solely the traveler’s responsibility. No traveler on Non-University International Travel shall represent that they are acting on behalf of or with the authorization of the University of Idaho. No traveler shall take University equipment or resources without written approval from the President or Designee when it meets business needs of the university on Non-University International Travel. Sanctions may apply for noncompliance with this policy.

Further details and assistance related to this policy are available from the International Programs Office: abroad@uidaho.edu 

Version History

Amended February 2023. Procedures updated to address international flexwork requests.

Amended January 2020. Comprehensive review. Procedures updated to align with changes to State Department system for international travel advisory levels.

Adopted February 2015.