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.

Export Control/Priscilla Lyons should be contacted prior to students completing the Export Control training as it is not always required.

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
Student International Travel Request  
Travel Prepayment (if applicable)  
Student Travel Expense  Expense Report Tips
Clery Travel Form   
Student Participation in Rowan Activities Waiver  

Definitions:

International Travel Request – complete the form before traveling and attach necessary supporting documents (Conference agenda, Conference brochure/flyer, registration or information printed from the website).
Travel Prepayment – complete the form to reimburse airfare and registration as a pre-payment (prior to travel) to avoid out-of-pocket expenses for the traveler, once an encumbrance number has been issued.
Travel Expense – complete the form after traveling and attach original itemized receipts. Ensure an approved travel encumbrance number was issued for overnight travel.
Clery Travel Form – complete the form to comply with the law for any University sponsored trip off campus travel that involves either: the rental of a room or facility (excluding lodging) for any length of time and or lodging for two or more nights or lodging for only one night if there is repeated use by our students. The Department of Public Safety is required to collect and report on any crimes that occur per the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act).
Student Participation in Rowan Activities Waiver – complete the form if you are a student participating in off campus activities, field trips, and similar activities including overnight trips.

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).
2. Forwards the Request Form to Chairperson or Department Head. 

Chairperson/Department Head

3. Approves/Disapproves International Travel Request.
4. If approved, forwards form to Division Head or Designee. 

Division Head

5. Approves/Disapproves International Travel Request.
6. If approved, forwards form to the Study Abroad Office.

Study Abroad Office 

7. Approves/Disapproves Student International Travel Request.
8. If approved, forwards form to Export Control Officer.

**If Grant related forwards to OSP. If approved, Grant forwards original form to the Export Control Officer.

Export Control Officer

9. Approves/Disapproves International Travel Request.
10. If approved, forwards form to Accounts Payable.

**Export Control/Priscilla Lyons should be contacted prior to students completing the Export Control training as it is not always required.

Accounts Payable

11. Reviews International Travel Request and encumbers the funds. Issues final approval email to traveler and travel agent.

Direct Travel

Students who wish to utilize Direct Travel must send an email to rowantravel@dt.com with the following information:

  • Encumbrance  # and approved amount
  • For reservations, the following is needed:
    • Travel Request in order to email options:
      • Dates of travel
      • Time requirements  (Ex: Must arrive by 11am and return after 5pm)
      • Departure Airport
      • Arrival Airport
      • Is a car needed?
      • Is a hotel needed?
    • Reservation & TSA Requirements (Some travelers may prefer to call these details in which is perfectly fine.)
      • Name as it appears on the traveler’s Gov’t issued photo ID
      • Date of birth
      • Gender
      • Cell phone number
      • Optional:
        • Seat preference – window or aisle
        • Bedding preference – 1 or 2 beds / nonsmoking or smoking
        • Airline, car, or hotel membership numbers

Contact Information for Direct Travel:
To reach a travel counselor:     
866-228-3916* or rowantravel@dt.com      
8:00 a.m. - 5:00 p.m. ET, Monday - Friday (excluding holidays)

*Additional fees may apply for call outside of business hours and should be used for Emergency travel services.

Online Travel booking support:
800- 999-7939 or onlinetoolsupport@dt.com         
8:00 a.m. - 8:00 p.m. ET, Monday - Friday (excluding holidays)

Helpful Links for Travelers:
CIBT: Information on Visa and Passport requirements for International Travel
TSA: What to know before you go

Note: Students & Non-Employees do not have access to Concur, please Click Here to access the paper-based process.

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.

AP Tips

  • 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 $35 and under 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

Note:
These forms are subject to change at any time and without prior notice.
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email samples
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Accounts Payables email notification samples
Email Samples

Contact Information

Accounts Payable Contact Information

Accounts Payable Travel Inbox
asktravel@rowan.edu

Division of University Research Contact Information
Sarah Piddington
piddington@rowan.edu
856-256-5482
Study Abroad Office Contact Information
Laura Kahler
kahler@rowan.edu
856-256-4105
International Center Contact Information
Gokhan Alkanat
alkanat@rowan.edu
856-256-5191