International Travel Approval
Welcome to the International Travel Approval System
This webpage has been designed to assist TTUHSC team members (faculty, staff, and residents) in completing the steps to receive approval for university-related international travel.
More detailed information including terminology, an overview of the steps, and a link to begin the process has been included below.
Terminology
Below is some important terminology to familiarize yourself with so that your experience of the International Travel Approval System is as smooth as possible.
- International Travel Approval System is the online system that encompasses the international travel approval process, including the International Travel Packet.
- International Travel Packet is the entire international travel approval process. It includes 4 steps as outlined below.
- Institutional Approval for International Travel (Step 1) is the online form that routes through the institution for appropriate signatures, ultimately ending at the Office of the President.
- Pre-Approval Report (Step 2) is created in Chrome River to encumber funds and/or request a pre-paid or cash advance.
- Travel Insurance & Emergency Forms (Step 3) are the forms that must be completed to access the international health/medical evacuation insurance provided by TTUHSC. This step also includes additional emergency & liability forms needed from those team members participating in an International Program for Students.
- Expense Report (Step 4) is completed in Chrome River to receive reimbursement of expenses after the conclusion of travel.
- Request Number is the number assigned to an Institutional Approval for International Travel (Step 1) request so that the request can be easily tracked and all steps of the international travel process completed. The Request Number is included on any emails received updating the traveler on the status of the request.
- Approval Number is the number assigned to an approved Institutional Approval for International Travel (Step 1) request. This number is located in the subject line of the email received when the traveler is notified that the Institutional Approval for International Travel is approved. The approval email must be attached when completing the Pre-Approval Report (Step 2) and Expense Report (Step 4).
Overview of Approval Process
Team members traveling abroad on university-related business must complete an International Travel Packet. The International Travel Packet consists of four steps. Each step is outlined below.
COMPLETED PRIOR TO DEPARTURE
Recommended start date: 3-4 months prior to travel
Per OP 79.04, all TTUHSC team members traveling abroad on university-related business must receive approval from the Office of the President. An Institutional Approval for International Travel form must be completed and routed for approval via the International Travel Approval System.
Please review OP 79.04 for more information about approval criteria, including additional steps that must be completed for travel to higher-risk destinations.
COMPLETED PRIOR TO DEPARTURE
Recommended start date: 3-4 weeks prior to travel
After Institutional Approval for International Travel has been obtained, travelers utilizing TTUHSC funds for travel expenses must complete a Pre-Approval Report through Chrome River. This step is necessary to encumber funds. When completing the Pre-Approval Report, the approval email must be attached.
Travelers who will NOT use TTUHSC funds for expenses related to their international travel will designate such on the International Travel Packet and are not required to complete a Pre-Approval Report.
COMPLETED PRIOR TO DEPARTURE
Recommended start date: 1-2 weeks prior to travel
To complete the International Travel Packet, travelers must provide information, including flight itinerary, for access to international health and medical evacuation insurance (MEDEVAC). In addition, all travelers must complete an online liability waiver.
International health/MEDEVAC insurance is provided at no cost to all team members traveling abroad on university-related business. The insurance is also available for purchase for any dependent traveling abroad with a TTUHSC team member.
To access a copy of the current international health/MEDEVAC insurance card, please select the link provided with the International Travel Packet then download and save a copy. Travelers may also contact the Office of Global Health to obtain a copy.
Additional information and forms will be required of all teams members participating in an International Program for Students. A link to these forms is included with the International Travel Packet.
COMPLETED AFTER RETURN
Recommended start date: 1-2 days after return from travel
All team members using TTUHSC funds for expenses related to international travel must complete an Expense Report through Chrome River to submit receipts and receive reimbursement of travel expenses. When completing the Expense Report, the approval email must be attached.
Completing the Approval Process
Prior to travel abroad, all TTUHSC team members must access the International Travel Approval System to begin an International Travel Packet and receive appropriate approval for travel abroad and encumbrance of funds.
When steps 1-3 have been successfully completed, the International Travel Packet will be designated complete and an email sent to the traveler.
Any traveler using TTUHSC funds for travel-related expenses must return to the International Travel Approval System upon return to the U.S. to complete the final step, the Expense Report.
Additional Notes and Resources
- Travelers will receive notification via email of any update to the status of the International Travel Packet.
- A delegate may complete the International Travel Packet on behalf of the traveler. The delegate will also receive emails regarding updates to the International Travel Packet status.
- For additional resources, including a tutorial on navigating the International Travel Approval System, please see the Helpful Links section below.
Begin the International Travel Approval Process
To access an International Travel Packet and begin the approval process, please select the link below which will direct you to the International Travel Approval System. Log in with your eRaider ID and password, then select Begin New International Travel Packet under User Options.
International Travel Approval System link
Got Questions?
We're here to help. Please feel free to contact the Office of Global Health at globalhealth@ttuhsc.edu or by calling 806.743.2901if you have any questions about the international travel approval process.