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WWU, Risk Management
INTERIM POLICY
Effective Date:   May 20, 2003 Approved By: President’s Council		Authority:  SAAM Chapter 10

POL-U5950.17   TRAVELING OUTSIDE THE UNITED STATES

 This policy applies to all individuals, including faculty, staff, students and registered volunteers (per RCW 51.12.035), who travel outside the U.S. on official university business.

 “Official university business” means activities performed by a University employee (faculty or staff), student or registered volunteer as directed by his or her supervisor in order to accomplish University programs, including study abroad and exchange programs, or as necessary within the duties of employment.

 1.  Travelers comply with regulations

 Travelers will comply with University and State travel policies and procedures, including travel regulations outlined in Chapter 10 of the State Administrative and Accounting Manual (SAAM) or elsewhere as applicable. 

 2.  Travelers urged to consult with WWU’s International Programs & Exchanges

In preparation for international travel, the University urges travelers to consult with WWU’s International Programs & Exchanges regarding:

• Safety, cultural or other information for the specific countries in which the traveler plans to study or visit.
• Contingency plans for response to an emergency or crisis abroad.
• General guidelines for safe international travel.

3.  Travelers urged to abide by all U.S. State Department and Centers for Disease Control travel warnings

The University strongly urges travelers to:

• Comply with U.S. State Department Travel Warnings that have been issued for countries outside the U.S.  http://travel.state.gov

• Abide by the recommendations in U.S. State Department Public Announcements and Worldwide Cautions.
• Consult U.S. State Department Consular Information Sheets before traveling outside the U.S.
• Abide by Centers for Disease Control Travel Advisories for public health reasons.  http://www.cdc.gov/travel/index.htm

 4.  Travelers urged to register at U.S or other appropriate embassy or consulate

The University urges travelers to register at a U.S. Embassy or Consulate, or other appropriate embassy or consulate, if they are going to be traveling outside the U.S. for more than two weeks. 

5.  University strongly encourages travelers to maintain appropriate insurance coverage

The University strongly encourages all travelers to assess, purchase and/or maintain adequate insurance coverage during travel outside the U.S.

• University employees are strongly encouraged to assess their insurance needs for medical, dental, accidental death & dismemberment (AD&D), repatriation expenses, medical evacuation, family airfare and other overseas travel and assistance services, and then to augment their current employee benefits as necessary to ensure adequate protection.  Employees should consult the Human Resources Benefits Department and Risk Management for assistance. 
• Students are strongly encouraged to purchase and maintain adequate travel or study abroad health insurance during travel outside the U.S.  At a minimum, coverage for medical expenses, accidental death & dismemberment (AD&D), repatriation expenses and medical evacuation should be included.  Students should consult International Programs & Exchanges or Risk Management for recommended coverage and limits.

Under State law, the costs for such insurance must be paid by the traveler, not the University.

 6.  President, Provost or appropriate Vice President may terminate or restrict travel

Travel may be terminated or restricted at the discretion of the President, Provost, appropriate Vice President or appropriate Dean.

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