International Travel Authorization for Students

Students traveling abroad on behalf of the University must obtain advance approval of travel in, to, or from a destination that is NOT in the United States or Puerto Rico, and register their trip in International SOS prior to departure.

  • For International travel, students include Research Assistants, Teaching Assistants, and Teaching Associates.
  • Institutional authorization must be obtained prior to departure.
  • Registration of the trip in International SOS (ISOS) must occur prior to departure. utdallas.edu/rs/isos/
  • A student group is two or more UTD students, or one or more UTD faculty/staff traveling with one or more UTD students.

Please contact the International Center at [email protected] if you have any questions.

6 – 3 months prior to departure

Review risk and safety issues

  • Research the destination, identify risks and determine how to mitigate them, review the Traveler Guidelines for resources.
  • Request a security expert to review the trip itinerary and provide risk and safety advise tailored to the trip.  If a student group, the RUO/Sponsor can obtain a trip review for the whole group.

Obtain risk authorization if traveling to a country requiring risk authorization

6 – 4 weeks prior to departure

Develop a Personal Emergency Action Plan (PEAP).  Use the PEAP template developed by the International Center or create your own.

Register your trip and review your insurance

  • Register the trip itinerary in International SOS (ISOS).  Follow instructions on the page.  Register any side trips as soon as you have itinerary details for them.
  • Register the trip in the Smart Traveler Enrollment Program (STEP).  U.S. Citizens can register at https://step.state.gov/step/.  Non-US citizens should follow any similar guidance provided by their country of citizenship.
  • Review insurance benefits, exclusions, coverage period, and fee: utdallas.edu/rs/insurance/

Collect all required documents listed below:

  • Missing documents or registration of the trip in ISOS will delay travel authorization.
  • B14-F form.  The form should be signed by the RUO/Sponsor, and by the Office of Research Compliance when applicable.
    • The faculty or staff traveling with the group, or leading the arrangements, funding, organizing, or sponsoring the trip is considered the RUO.
    • For students traveling on education abroad programs, unless otherwise determined, Education Abroad is considered the RUO.
    • The RUO will sign and include the B14-F form in the student’s travel authorization request.
  • Student Information form. The form must be filled out and signed by each student listed on the B14-F.
  • Copy of passport ID page for each student listed on the B14-F.
  • Each student must register their trip on International SOS (ISOS).  Lack of registration will delay authorization for the student or the group if requesting authorization for a group.
  • If a student listed on the B14-F form will need a letter of medical, evacuation and repatriation coverage for visa purposes, include the official requirements for the letter specified by the country embassy, or institution.
  • If the student or group will travel to Cuba, include for each student listed on the B14-F form the Cuba Travel Affidavit form and the Certification of Activity for Travel to Cuba.
  • If the student or group will travel to a high risk region, and have not yet requested authorization, include the appropriate risk authorization request documents.

Submit all the required documents

Submit all the required documents for the traveler or travelers (if a group) at the same time.  Lack of trip registration in ISOS, or missing information or documents will delay travel authorization

  1. If a student listed on the B14-F form is taking UTD-owned devices or equipment on the trip, the B14-F must have the signature from the Office of Research Compliance (ORC), send to [email protected].  ORC will return the B14-F form to you, then:
  2. Submit the B14-F form and all required documents to [email protected].

Monitor that the traveler or group obtains travel authorization prior to departure

  1. The International Center will:
    1. Review request for completeness, including risk authorization when applicable.
    2. Review registration of the trip in International SOS.
    3. Route the travel request to the President or President’s Designee with a copy to the UTD Police.
  2. The President or President’s Designee will:
    1. Review the request has all appropriate authorizations, and sign to provide institutional authorization.
    2. Return a copy to the contact person listed on pg 3 and to [email protected].
    3. At this point the travel authorization process is complete.
    4. For record retention purposes, note the U.S. government requires 5 year retention for travel to Cuba documentation.

Denials

If at any point in the authorization process the travel request is denied, the request will be returned unsigned to the contact person noted on pg 3 of the B14-F form, with copy to [email protected].