International Travel
International Travel
Student International Travel
Traveling overnight requires preapproval on an International Travel Request form 4 weeks prior to departure. International travel includes overnight travel in, to, or from a destination that is NOT in the United States (including its territories and possessions) on official University business. Visiting other countries on official University business can be a great experience for the traveler. Whether the trip is for a couple of days or long term, planning ahead can help ensure all safety and security measures are met according to the University standards and Policies.
Special considerations and additional challenges may arise when traveling abroad due to the risk associated with particular countries and regions. The International Travel Request form was created to encompass all the necessary requirements and alerts to ensure the traveler is in compliance and approved before traveling. These various websites, travel advisories and export control programs are included on the form, please complete all sections before planning your trip.
Below are the forms necessary to be approved, prepaid and reimbursed for out-of-pocket expenses if applicable. Each form is summarized below to assist the traveler in understanding the risk, agreeing to policies and acknowledging the procedures to ensure a safe trip.
Forms | Tips Sheets |
International Travel Request | |
Travel Prepayment (if applicable) | |
Travel Expense - 2023 Travel Expense - 2022 (July 1st - December 31st) |
Expense Report Tips |
Clery Travel Form | |
Student Participation in Rowan Activities Waiver |
Definitions:
Individual Responsibilities and Procedures
Traveler |
1. Completes an International Travel Request Form (Initials & Signature of the traveler must be included to acknowledge the International Policy & Guidelines). |
Chairperson/Department Head |
3. Approves/Disapproves International Travel Request. |
Division Head |
5. Approves/Disapproves International Travel Request. |
Study Abroad Office (Students Only) |
8. Approves/Disapproves (Student) International Travel Request. |
Ethics Officer |
10. Approves/Disapproves International Travel Request as necessary **If Grant related forwards to OSP. If approved, forwards original form to the Export Control Officer. |
Export Control Officer |
12. Approves/Disapproves International Travel Request. |
Accounts Payable |
14. Reviews International Travel Request and encumbers the funds. Issues final approval email to traveler and travel agent. |
Know Before You Go
These Know Before You Go travel tips and resources are designed with you in mind. They contain information to help you prepare and enjoy your travel experience. It is your guide to getting ready and contains general information on travel documentation.
- Forms work best with Internet Explorer
- Deadlines:
- Travel Request requires preapproval 4 weeks prior to departure
- Completed & Signed Travel Expense must be submitted within 10 business days after travel was completed
- Travel Request requires an Encumbrance number
- Contact Travel Agency once you have an Encumbrance number
- Email asktravel@rowan.edu to close an encumbrance
- Account Codes are referenced on the forms
- Non-Reimbursable Travel Expenses
- All original itemized receipts must be submitted for reimbursements
- Expenses under $25 do not require a receipt
- All original itemized receipts must be taped to 8 ½ x 11 sheet of paper
- Do not highlight receipts
- Travel Request requires the schedule or one of the supporting documents below:
- Conference Brochure/Flyer
- Conference Agenda
- Registration
- Other information printed on website
- If meals are included as part of the conference you will not be reimbursed for them. In addition, meals and incidentals are prorated on the first and last days of travel calculated at 75% of the Foreign Per Diem rates.
- Per Diem Incidentals - Fees and tips given to porters, baggage carriers, hotel staff and staff on ships
Mileage
Accounts Payable Department has created a more efficient way to accept mileage submissions by reducing the supporting documentation to a mileage summary. This one page mileage summary condenses the information necessary to remain compliant with the travel policy. This summary can only be found utilizing Google Maps which provides a user friendly side panel for calculating mileage while displaying the shortest route. The Google Mileage Summary includes the shortest route, specific location search, fewer icons for simpler navigation and map display. As an added benefit, this will decrease the overall number of pages being printed and submitted.
Google Mileage Summary - How to Calculate Mileage
Resources
- Travel Policy
- Google Maps – use Google Maps
- IRS Standard Mileage Rate – new rates issued every January
- Foreign Per Diem Rates – new rates issued every month
- International Meal Breakdown
- International Center Website
- Currency Converter - OANDA – reimbursements are based on OANDA's calculations
- Fly America Act
- Department of State Risk Level
- Example of Completed Travel Expense Form
- U.S. Department of State - Bureau of Consular Affairs International Travelers Checklist
- Center for Disease Control and Prevention
- Risk Management and Insurance
- Export Control Website
- Export Control Training
- Export Control International Travel Checklist
Contact Information
Accounts Payable
Miranda Salvatore
salvatoremi@rowan.edu
856-256-4043
Debbie DiPietroantonio
dipietrod2@rowan.edu
856-256-4338
Office of Research
Sarah Piddington
piddington@rowan.edu
856-256-5482
Study Abroad Office
Laura Kahler
kahler@rowan.edu
856-256-4105
International Center
Gokhan Alkanat
alkanat@rowan.edu
856-256-5191