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Office of Risk Management

RISK MANAGEMENT INTERNATIONAL TRAVEL FIELD GUIDE

INTRODUCTION:

The International Field Guide is intended to be “one-stop shopping” for all Purdue employee international travel questions and needs. The Guide provides helpful links to the community of relevant university offices as well as to external resources. Topics are meant to be inclusive. If a topic appears to be absent, please let us know!    RiskMgmt@purdue.edu

 

TABLE OF CONTENTS:

 

[1] Travel Booking and Expense Reporting

 

[2] Pre-Departure Preparation and Checklist

 

[3] High Risk Destinations: Permissions and Research Security and Export Controls (RSEC)

 

[4] Employee International Medical/Emergency/Evacuation Insurance and Related

 

[5] Purdue University H.R. and Related Resources (work status, compliance, other)

 

[6] Additional Risk Management Resources (vehicles, property, other)

 

 

DESCRIPTION BY ABOVE TOPICS:    

 

[1] Travel Booking and Expense Reporting

Introduction: In addition to guidance from an employee’s local business office, the below websites have several sections for guidance and instruction.

 

Procurement, Travel Office, International Travel: see website. 

Procurement, Travel Office, Resources: see website.

 

[2] Pre-Departure Preparation and Checklist

Introduction: These various resources can be consulted for proactive planning, ultimately linked to minimizing personal and institutional vulnerabilities.

 

Allied health experiences (Purdue best practices): see  website

Checklist (see RM International Travel Security Plan Outline):  website  

Gallagher Global Assistance, auxiliary services for hire (from Purdue’s insurance provider): see website

Inclusion of Purdue students, alumni, and other participants: see  website 

Learn About Your Destination (U.S. Department of State, DOS): see website

Purdue’s Office of Research, Research Security and Export Controls: see website

Signing and authorizing agreements/contracts while abroad (see links to OGP)

Smart Traveler Enrollment Program (STEP) for U.S. citizens (DOS): see website

Travel Documents (guidance from DOS): see  website

Travelers’ Health (guidance from CDC):  see website 

 

[3] High Risk Destinations: Permissions and Research Security and Export Controls (RSEC)

Introduction: As with any business travel for Purdue, our expectation is that the operational benefit of the travel endeavor outweighs the identified risks. Locations of higher concern for Purdue employee travel are reflected within the following country lists:

[a] U.S Department of Treasury Office of Foreign Assets Control (OFAC) Sanctions;

[b] U.S Code of Federal Regulations U.S. Foreign Adversary List;

[c] U.S. Department of State Countries of Particular Concern list; and

[d] U.S Department of State Travel Advisory Level 3 or 4 (all), or Level 2 with elevated concern 

(Please see related Purdue Global Partnerships and Programs website. )

 

If locations are named in any of the above four named categories, overt approval by one’s Department Head is required. Before departure, as an action signifying both Unit approval and employee implied consent, please obtain formal approval (e.g. via an email communication) with the Department Head.

 

Also, it is the employee’s responsibility to liaise with guidance from the Purdue Office of Research Security and Export Controls (RSEC).  For RSEC guidance associated with international endeavors,  contact the RSEC team at rsec@purdue.edu

 

[4] Employee International Medical/Emergency/Evacuation Insurance and Related:

Introduction: All employees are required to register their travel in the Concur system (or Form RM23) prior to travel. By recording your travel in advance of departure through the Concur system you are covered by Purdue’s International Travel, Emergency Medical, and Evacuation Insurance.  Please find related topics associated with international travel and Purdue insurance.

 

Cancel for any reason (optional insurance addition):   see  website

Coverage description, ID card, and Claim Form:  see   website

Coverage exceptions: consult Purdue Risk Management to verify coverage

Coverage for family traveling companions: see website & related registration form

Enrollment questions:  contact Jordan Utermark, see  website  

Leisure travel/extensions:  see  website

Long-term international insurance: see  website

Policy questions: contact Dave Truett, see  website

Proof-of-insurance letter:  contact  RiskMgmt@purdue.edu

Risk Management International Travel and Evacuation Insurance overview, see  website

Smartphone App - Travel Eye Portal:  see  website  

 

[5] Purdue University H.R. and Related Resources:
Introduction: Purdue employees travel for Purdue business for a number of reasons ranging from conducting international research to attending conferences, and more. Additionally, the U.S. immigration status of employees varies from person to person. The below resources will help guide employees to pursue best practices in light of their individual circumstances. 

 

Change of Duty Station Request (Treasurer/Finance):  see website

Compliance Resources (Treasurer/Finance):  see website

Federal Funding and U.S. Government Transitions:  see  website.

Guidance for Non-U.S. Citizens: (Purdue Int’l. Scholar Services website)/ Travel Request  

Human Resources (by Unit): see the H.R. Teams Directory.   

Leaves, Research/Instruction/Engagement (Treasurer/Finance):  see website

Medical Benefits, Human Resources:  see  website

[6] Additional Risk Management Resources:

Introduction: In addition to international insurance for individuals, note the additional insurance coverage plans in place by Purdue University as well as vehicle-use policies and other guidance.  

 

Overview of Major Property/Casualty Insurance Programs:  see website 

Shipping insurance coverage: contact  RiskMgmt@purdue.edu

Vehicle operation abroad:  website 

Vehicle rental and leasing abroad:  website

Websites (external) recommended: