Resources for International Travel

UT System employees traveling abroad must comply with UT System Travel Policy (INT114) including Section 4.2.3 with respect to travel approval, funding source and required receipts. 

UT System Travel Policy


International SOS, UT System’s travel safety and security assistance company, has established a web site with information pertaining to Influenza H1N1.  The link to the site is listed below – information will be updated on a continual basis.


Information on foreign exchange rates can be found at the link below.


A listing of aircraft seating charts, in-flight amenities and airline information:


Please take time to register your trip with the U.S. Embassy or Consulate in the country you are visiting.  This allows the consular officer to contact you in case of emergency.  Access the State Department web site and follow the instructions to input trip information.

State Department Travel Registration


Safe travel tips and security information:

Transportation and Security Administration (TSA)


Travel warnings and information sheets on a country-by-country basis:

State Department Information Site


When traveling, if you have been affected by a disaster, the Red Cross provides a way for you to register yourself as “safe and well.” From a list of standard messages, you can select those that you want to communicate to your family members, letting them know of your well-being.   Concerned family and friends can search the list of those who have registered themselves as “safe and well.” The results of a successful search will display First Name, Last Name, an “As of Date”, and the “safe and well” messages selected.

The American Red Cross Safe and Well Website


Advisories and travel information published by the British Foreign Commonwealth Office

British Foreign Commonwealth Office

Information pertaining to passports, including application forms, processing time and fees:

NEW! - UT Austin's International Office Passport Services for UT Staff and Faculty

Passport Services and Information - U.S. Department of State


24-hour medical and emergency response services are available at no cost to System Administration employees traveling internationally on official university business. Services can also be purchased at a 20% discount for vacation and leisure travel:

International SOS


Traveling with technology requires special consideration. When traveling with a laptop, note that:

Export regulations prevent certain software from leaving the United States

Foreign destinations may access computer files upon arrival

The Department of Homeland Security has the authority to access or seize laptops upon return to the United States


To safeguard against complications, consider traveling with a sole-use laptop - one with minimal programs, data and/or email loaded on it.  Carry presentations on memory sticks or email presentations to a reliable contact at your destination. When possible, travel with as little technology as possible. For additional information, refer to the Customs and Border Patrol travel guide noted below.

Know Before You Go


Traveler Health Information

Centers for Disease Control and Prevention


To help ensure safety, travelers are encouraged to check the U.S. Department of State and U.S. Department of The Treasury web sites prior to planning international travel.

Travel warnings are issued by the U.S. Department of State to alert travelers of potentially dangerous or unstable conditions within specific countries. Warnings are updated frequently and have included travel destinations as common as Israel and Saudi Arabia. Travel warnings outline what to expect while traveling within a country and provide helpful travel advice.

The U.S. Department of Treasury administers economic and trade sanctions based on US foreign policy and national security goals which can, in turn, restrict or complicate travel to a number of foreign countries. Examples include but are not limited to Cuba, Belarus, Zimbabwe and Sudan.

After reviewing the web sites noted above, contact any of the individuals noted below if additional assistance is needed:


Nancy Sutherland

Travel Services


Jim Phillips

Office of General Counsel


Phil Dendy

Office of Risk Management



International SOS


(Identify yourself as a UT System employee)

Web site:


Guidelines For Driving Owned and Rented Vehicles While In Mexico

University Scheduled Vehicles – When driving a scheduled vehicle into Mexico, make sure to have an Auto ID Card and a copy of the Mexico Auto Policy in the vehicle before leaving campus.  Only University authorized drivers are approved to take University owned vehicles into Mexico.


University Non-Scheduled Vehicles – Before driving a non-scheduled vehicle into Mexico, call UT System Office of Risk Management (512-499-4447) and provide the Year, Make, Model, Vehicle ID Number and list of authorized drivers who will be driving the vehicle into Mexico.  The Office of Risk Management will provide an Auto ID Card and a Mexico Policy.


Rental Vehicles Driven From the United States Into Mexico – When renting a vehicle for official University business, employees must rent a vehicle using state contract vendors (Avis or Enterprise).  The System-wide Mexico Tourist Auto Policy covers rentals with these vendors.  Employees must contact the Office of Risk Management (512-499-4447) prior to initiating travel for additional instructions and to obtain a Mexico Tourist ID Card, Mexico Tourist Policy and copy of UT System Insurance Agreement.


Vehicles Rented Within Mexico – Follow rental procedures required by the rental agency in Mexico.


Personal Auto Use for Official University Business While In Mexico – Employees are strongly discouraged from using personal vehicles for travel to Mexico.  UT System’s International Package Policy provides liability coverage in excess of the employees liability coverage and does not offer any physical damage coverage for the employees vehicle.  It is recommended that a Mexico Auto Policy be purchased.


Current time and date for hundreds of locations around the world:

Time and Date/World Clock

General travel tips:

State funds cannot be used for international travel

Check passport and visa requirements in advance of travel

Review information on Global Entry, a U.S. Customs and Border Patrol program that allows expedited clearance through Customs upon arrival into the United States

Check health and safety alerts before and during travel

Confirm business travel reservations through a UT contract travel agency

Confirm airline luggage restrictions and required check-in time for both outbound and return airports


Contact your cell phone provider to inquire about special rates for your destination city or cities (this helps improve service and decrease overall costs)

Carry an International SOS contact card while traveling

Leave a copy of your itinerary with a coworker

Notify your credit card company of travel plans so that an international charge does not trigger a fraud alert and/or charge

blue bullet

Make copies of credit cards, medical records, drivers license and passport. Leave these in a secure location at home so that they can be accessed by a trusted individual should theft or emergency occur during travel.

Contact Travel Services (512-322-3725) for additional information



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