Environmental Health Services
141 General Services Building
1251 MASON ST.
Ft. Collins, CO 80523-6021
Ph: 970-491-6745
Fax: 970-491-4804
email: EHS@ColoState.edu

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Risk Management International Travel Registration

Introduction:


The registration of CSU faculty or CSU employees traveling internationally on CSU business is beneficial to both the individual and the University in the event of an emergency. By registering employees can be quickly accounted for, contacted and given assistance where required.

Furthermore, Colorado State University’s insurance policies which cover CSU employees traveling internationally on CSU business require registration with risk management prior to departure. Without this registration, there is a risk that this insurance coverage could be compromised.





Who needs to register?

All CSU Faculty or Employees traveling internationally on CSU business.

This application should be used by any one or group of CSU Faculty or CSU employees wanting to travel outside of the United States on official Colorado State University business. A CSU EID and password is required to log on.

If a group of people are traveling only one trip need be entered PROVIDED that the travel itineraries are identical for each traveler. If CSU Faculty/ employees will be accompanied by students, please enter the names of all students who will be accompanying CSU Faculty/ employees. The office of international education will be automatically notified where international travel involves a CSU student/s.

Information may be submitted on behalf of the traveler/s. This application can be used by the business officers or administrative assistants of Colleges or Departments on behalf of travelers as part of the international travel approval process.

The trip application is automatically saved prior to submission for the user to return and edit the information if necessary. Once the trip application has been submitted to Risk Management it cannot be edited.

What is the process? Step One

Make sure before you begin that you have the following information.

  1. You will need the name(s) of all CSU travelers (including students) and if necessary, you may need to provide the citizenship of each traveler. We recommend in order not to unnecessarily delay approval that trips with identical itineraries but with more than one traveler be submitted at one time.

  2. Detailed travel itinerary including Date of arrival & Departures of every Country, and City.

  3. Detailed Accommodation itinerary if applicable including address and phone numbers of hotels and/ or hosts.

  4. Mode of transportation while in country – bus, train, car rental, hired driver, hosts?

  5. Purpose of trip/ Description of activities & host information

  6. Familiarity with region, language, customs, and culture?

  7. Emergency contact details – Designated emergency number we may use to contact the traveler in an emergency. For example, cell phone with international coverage, host contact number etc. Trips with more than one traveler may want to designate an emergency contact number of all, or may want to designate individual contact numbers.

    In ADDITION we require at least one number, and description of relationship of who we may contact (at home) in case of an emergency. Travelers may elect “none”.

  8. Travelers with “student” status recorded in CSU EID: We request that all travelers who have a “student” status to please contact the Office of International Programs as soon as possible in order to not delay approval of their trips.

The system is designed so that if you are interrupted, or you need to get additional information, the trip application will be saved for you to return later. Remember! Once you have submitted a trip for approval it cannot be edited or updated.

What is the process? Step Two

Once all this information has been entered into the system and submitted, the system is programmed to automatically email you a travel approval notice.

If any destination is subject to a US State Department travel Advisory, the trip is not approved until Risk Management has received a completed and signed travel advisory waiver for each traveler. Faxed copies of the Travel Advisory Waiver are acceptable in order not to delay approval. Completed waivers can be faxed to 970 491 4804. Please make sure that the waivers are signed and witnessed, and that the US State Department Travel Advisory for the destination is printed out and included with the waiver. Once the completed waivers have been received by Risk Management an email notice will be sent with a link to the travel approval notice. Incomplete travel advisory waivers will result in delay of travel approval. For a current list of US State Department Travel Advisories see http://travel.state.gov/travel/cis_pa_tw/tw/tw_1764.html

Once you receive the approval notice, simply print that out, and include with your pre trip travel voucher approval by your Department Head/ Dean/ Provost/ Vice President (as appropriate.)

Why do some destinations need more information?

CSU’s Insurance Underwriters require that certain destinations need additional information to be captured through CSU’s online Travel Registration system. This system is programmed to prompt you for the additional information that you will need to provide based on your destination. Once you have completed all the information by following the prompts and submitting the application, the system will automatically send you your trip approval notice to be printed out and included with your pre trip travel voucher for approval by your Department Head/ Dean/ Provost/ Vice President (as appropriate.)

Remember registration is required prior to departure, and remember to leave enough time for the processing of the travel advisory waiver (if applicable.) We recommend travel registration at least 5 days prior to departure.

If you or your traveler is traveling to an OFAC sanctioned country, please allow enough time to obtain OFAC clearance and licensing.

How do I check the status of my application?

In order to check on the status of your application, simply log on and view your history. If all information is submitted, the trip approval will be emailed automatically with a link to the trip approval form. If you need to print out a trip approval form from you trip history simply select “print” opposite the trip you wish to view. Then select “print” to print out a copy of the trip approval form. Pending trips can also be viewed by selecting “print.” Remember! Pending trips have not been approved by Risk Management.

Print out the trip approval form, and attach to the pre trip travel voucher for approval by your Department Head/ Dean/ Provost/ Vice President (as appropriate.)

For trips with destinations subject to a US State Department Travel Advisory, trips are only approved once Risk Management is in receipt of a completed and signed travel advisory waiver. Please allow enough time to allow for completion of signed waivers. You will be emailed when Risk Management has received the completed and signed Travel Advisory Waiver of each traveler on the trip. Print out the approval notice to include with your pre trip travel voucher. Approval may be delayed if the Travel Advisory Waivers are not completed correctly or have not been received by Risk Management. In order to avoid delay in approval completed Travel Advisory Waivers may be faxed, fax # 970 491 4804.

Remember! Saved only applications have not been submitted for approval to Risk Management and can be edited or updated at any time. Once a trip has been submitted to Risk Management it cannot be edited.

What do I do if a country is subject to a US State Department Travel Advisory?

What do I do if a country is subject to a US State Department Travel Advisory?

All destinations subject to a US State Department Travel Advisory require EACH traveler to complete and sign a Travel Advisory WAIVER. This application will prompt the user that the destination is subject to a travel advisory and that each traveler must complete and sign a travel advisory waiver, and submit to Risk Management. Each Traveler will be emailed a Travel Advisory WAIVER. Each Traveler must print out the WAIVER, complete it, and submit to Risk Management. Travel approval is subject to receipt of a completed and signed travel advisory waiver.

Once the completed waivers have been received by Risk Management an email notice will be sent with a link to the travel approval notice. Incomplete travel advisory waivers will result in delay of travel approval. For a current list of US State Department Travel Advisories see http://travel.state.gov/travel/cis_pa_tw/tw/tw_1764.html