International travel requires additional considerations not applicable to domestic travel. This policy outlines the university’s requirements in regard to these considerations. Additional information and requirements are found on the UW–Madison International Safety and Security website.
- NCAA-funded travel has specific requirements, some of which may be less restrictive than university policies or rates. NCAA-funded travel will be governed by NCAA policy.
- Sponsored projects (e.g., fund 144 or 133) are subject to the terms and conditions of the specific award, as well as applicable program guidelines, which may restrict the use of funds for certain types of expenses. Contact the Research and Sponsored Programs accountant for your award with any questions.
- Fly America Act and Open Skies Agreement: In accordance with the Fly America Act, commercial air travel and movement of cargo on federally funded grants must comply with the requirement that U.S. flag air carriers be used to the maximum extent possible when traveling between the U.S. and a foreign country or between foreign countries. The Open Skies Agreement, however, allows for the use of foreign air carriers under certain circumstances. All travelers must comply with the Fly America Act unless exceptions in the Open Skies Agreement pertain.
- Travel Visas. Visa fees are payable/reimbursable by the university when required for university business travel. For information about obtaining travel visas and passports for university business, see the UW TravelWIse Passport Services webpage.
- Passports. Passport origination and renewal fees are payable/reimbursable when the need for a passport or renewal arises as a result of scheduled UW business travel. Travelers will not be reimbursed for passport or renewal fees incurred prior to planning UW business travel.
- Additional Documentation Requirements. The following documentation requirements are specifically related to international travel:
- Foreign Currency: When a payment is made using a foreign currency, the receipt must be converted to U.S. dollars. Documentation supporting the exchange rate used must be attached to the expense report or other payment mechanism.
- Foreign Language: Vendor documentation printed in a foreign language must be translated to English before submitting for reimbursement or reconciliation. A tool that may be helpful for doing so is Google Translate.
- Registering Equipment prior to Departure. U.S. Customs requires that all equipment and personal effects of an unusual nature are registered prior to export. Further information and the Certificates of Registration can be found on the International Travel Carry-on Guide.
- Travel Insurance. Effective January 1, 2022, enrollment in Cultural Insurance Services International (CISI) is required for all employees who travel abroad. Contact Risk Management for further information. Europ Assistance is provided to employees while traveling in the course and scope of their employment.
Consequences for Noncompliance
The university will not pay or reimburse for any travel cost that is noncompliant with this policy. Failure to comply with UW–Madison travel policy or procedures may result in disciplinary steps, up to and including dismissal.
- Traveler/Travel arranger: responsible for understanding and complying with university travel policies.
- UW–Madison international safety and security director: responsible for providing university travelers with information about international travel, including safety and security requirements.
- UW–Madison Risk Management: responsible for providing university travelers with information about international travel insurance, including procedures for purchasing.