Travel

International Travel

Employees traveling outside the United States on university business must obtain all required approvals before booking travel or incurring expenses. Plan ahead to allow sufficient time for departmental approvals, Export Control review, and any additional Risk Management requirements.

Use the International Traveler Checklist to guide you through the required steps before departure.

 

Travel Authorization and Export Control

All international University travel requires a Travel Authorization (TA) in PeopleSoft. Include the Airfare_International line item to trigger Export Control review, even if airfare is not paid with University funds or you are traveling by ground transportation. If there is no University airfare expense, enter $0.01 to trigger the review.

Complete all required reviews and approvals before departure. Travelers must also ensure that any equipment, software, technology, research materials, or information taken abroad or shared internationally complies with applicable export control requirements.

 

High-Risk International Destinations

Travel to destinations with elevated health, safety, security, or geopolitical risks require additional approval.

Before planning your trip, review the U.S. Department of State Travel Advisories and CDC Travel Health Notices.

Destinations with a Level 3 or Level 4 advisory from either agency require additional review, including written justification and Risk Management approval. Required risk-mitigation measures must be completed before departure.

 

Passports, Visas, and Travel Preparation

Travelers are responsible for ensuring they have the documents required for their destination, including a valid passport, visas, entry permits, and any required vaccinations. 

Review the U.S. Department of State's international travel resources and destination-specific requirements well in advance.

Before departure, obtain your travel insurance card and app information from Risk Management. Review relevant health and safety guidance, keep copies of important travel documents, and maintain access to emergency contacts and itinerary information.

Keep original receipts and supporting documentation for expenses incurred abroad. Reimbursements are processed in U.S. dollars using the exchange rate applicable when the expense occurred or the rate charged by your credit card or financial institution, when documented.

For expenses in foreign currencies, provide a description of the expense and exchange-rate documentation as needed. If your financial institution does not provide the exchange rate, use a recognized currency conversion resource:

All students traveling internationally for university-related activities, including travel with a WMU-approved registered student organization (RSO), must register with the Haenicke Institute for Global Education (HIGE) before departure. This requirement applies to all University-related international student travel, not just formal study abroad programs.

Students should contact Director of Study Abroad & Faculty Enrichment at @email, to complete registration and obtain information about health and safety resources, travel requirements, and available student travel insurance options.

Departments hosting international visitors must complete the International Visitor Registration Form before the visitor arrives on campus.

Before paying or reimbursing travel expenses for a foreign national, departments must obtain approval from Corporate Reporting & Taxation. Use the Foreign National Checklist to help determine applicable immigration, tax reporting, and payment requirements.