Faculty, staff members, or students who organize or advise for trips abroad for members of the W&L community other than Alumni College and W&L Spring Term Abroad courses are requested to adhere to the following guidelines:
1. Contact the Center for International Education at least three months prior to departure with general information including the following:
2. Check list for necessary documentation. Contact CIE with any questions.
3. Gather checklist documentation and prepare copies for CIE as indicated
Checklist items - those with (CIE) should store copies with that office
4. Contact the Office of General Counsel at least six months prior to departure to confirm whether any aspect of the planned trip (what faculty or students plan to take - especially devices with encryption and GPS technology, countries to be visited, planned activities, and professional collaborations with foreign scholars) will trigger a license requirement or other obligations under federal export controls obligations. These are much broader than they sound -- please call before you go to avoid unexpected problems during your travels. (W&L's export guidelines: go.wlu.edu/OGC/ExportGuidelines). For illustration of how and when regulations might apply: go.wlu.edu/OGC/ExportQandA.
5. Please also review below the General Guidelines for Faculty Traveling Abroad (for any reason) for important travel-related information, and the Protocol on Accompanying Family Members.
1. Faculty traveling abroad on University business, including professional conferences, should leave the following information with the Center for International Education or their department's Administrative Assistant (or the office of their Dean or the Provost, as appropriate, for summer travel):
2. Faculty traveling abroad on University business, including research and professional conferences, should contact the Office of General Counsel at least six months prior to departure to confirm whether any aspect of their trip (what they plan to take - - especially devices with encryption and GPS technology, where they are going, planned activities and professional collaborations with foreign scholars) will trigger a license requirement or other obligations under export control regulations. Note: These regulations are much broader than they sound and failing to check on this can result in confiscation of computers, cell phones, or other penalties - - call before you go! Your travel may come within a recognized exception to export control regulations, but please get confirmation in advance to avoid unexpected problems during your travels.
3. Faculty, please also review general Guidelines for Faculty Traveling Abroad below for important travel-related information, and see the Protocol on Accompanying Family Members below.
a. Do you require a visa? The Center for International Education can assist you by researching the requirements for obtaining your particular visa.
b. If you have W&L's group health insurance, refer to the links or phone number below to contact Anthem before traveling to provide your destination and get a list of in-network physicians and facilities to have handy in case of emergency. http://www.bcbs.com/already-a-member/coverage-home-and-away.html or https://www.bluecardworldwide.com/index.cfm, or call 1-800-810-BLUE.
c. W&L's insurance and risk management program includes policies paid for by the university covering faculty and staff traveling abroad on university business, which will respond to a wide array of emergencies that may arise during overseas travel, including work-related injuries and associated evacuation or repatriation of remains, non-occupational injuries that require medical evacuation or repatriation of remains, threat response, political unrest, kidnap/ransom, etc. It is highly recommended that accompanying family members who are not employed by W&L have supplemental health insurance that covers emergency medical evacuation and repatriation of remains (contact Latha Dawson in the Center for International Education for resources). Should any faculty or staff member have a question about coverage limits or experience an injury/security issue/etc. while traveling abroad, please notify the Treasurer's Office at W&L immediately for proper claim filing and support services.
d. You may want to consider buying trip insurance to cover trip cancellation or interruption, lost baggage and non-medical emergency evacuation. Currently the university does not reimburse faculty for the cost of such trip insurance. Latha Dawson in the Center for International Education has contact information for a number of vendors.
e. Check the Department of State's website for travel warnings for the country or countries that you are traveling to. Look for general travel advice on the same website.
f. Register on line with the Department of State's Smart Traveler Enrollment Program before you leave the country and register with the American Embassy upon arrival.
g. Leave a copy of your passport information page, along with itinerary and contact details with your department (or Dean's/Provost's Office for summer travel) or with the Center for International Education.
h. Contact your credit card issuers before you travel to give them your destination(s), so that there will be less of a chance that legitimate charges will be declined. Make copies of both sides of your credit cards and carry one in your carry-on baggage. Leave a copy with a non-traveling member of your family or with your department.
i. If you plan to be living abroad for six months (cumulative) during a year, check the relevant tax treaty for your destination. You may need to file in both the U.S. and the destination country, even though you may only have to pay taxes in one country, and even if you are only being paid by a United States employer. http://www.irs.gov/businesses/international/article/0,,id=96739,00.html and http://www.irs.gov/pub/irs-prior/p593--2011.pdf
j. Refer to the linked Faculty Travel Checklist as you prepare for travel.
Participation in a W&L academic course or other University-sponsored activity which includes travel abroad is generally restricted to W&L students, faculty, or such members of the W&L community as staff, spouses, retired faculty, or others as may receive permission to participate through the Provost. Faculty leaders of overseas programs may request consideration for the inclusion of non-W&L participants on a case-by-case basis. In the event of family members accompanying a program director abroad, it is expected that the distinction between personal and professional responsibilities will be maintained and that participation in any aspect of the program by these family members will not interfere with its smooth academic or logistical functioning. For spring term abroad programs, it should be noted on the initial course proposal if there will be accompanying family members.