International Travel

International travel information for Appalachian State University employees traveling abroad on official university-related business

  1. Complete a University Travel Authorization found at the Controller's Office and obtain the signatures of the Department Chair/Director (or Immediate Supervisor), the College Dean (or Unit Vice Chancellor) and the Vice Provost for Resource Management in the Office of Academic Affairs. The Travel Authorization must include a fund/account number or indicate "for insurance purposes only."

    Note: If receiving funding from the Office of International Education and Development (OIED), the Travel Authorization MUST be sent to OIED for additional funding information and final approval from the Office of Academic Affairs.
  2. Complete the International Travel Insurance Form (PDF 620K) in order to obtain the business travel accident and sickness insurance policy provided by HTH Worldwide.
    1. Information on the insurance policy can be found here: HTH Business Travelers pamphlet (PDF 172K) and the HTH Security and Political Evacuation Rider pamphlet (PDF 2.48M). The policy includes coverage for emergency medical expenses, medical evacuation, security and political evacuation, accidental death and dismemberment, and repatriation of remains.
    2. Important note: If you are 77 years of age or older, please contact the Office of International Education and Development (OIED) prior to filling out the paperwork. If you are traveling with a spouse or children, you have the option to purchase coverage for dependents at your own expense.
    3. Any Appalachian State University employee who travels abroad without having completed both the Travel Authorization and the International Travel Insurance forms personally assumes full responsibility for health and safety and such failure to comply with procedure may result in denial of Travel Reimbursement expenses.
  3. Review the Appalachian Export Control Briefing (PDF 74K) and comply with export control regulations by contacting the Director of Research Protections, (by phone at 828-262-7981, or by email at compliance@appstate.edu ) if you intend to:
    1. take any Appalachian owned items or technology (i.e., information that can be used or adopted for the development, production or use of a good) abroad. Please consult our temporary license exception to see if it applies for travel with App laptops.
    2. transfer items, technology, or funds to any non-Appalachian State University person.
    3. travel to a sanctioned country.
  4. Submit your signed Travel Authorization Form and International Travel Insurance Form to OIED by one of the following methods:
    1. in person to OIED at PSU, Suite 321.;
    2. by campus mail to OIED at PSU, Suite 321;
    3. by fax to the attention of the Appalachian Overseas Education (AOEP) Program Assistant at (828) 262-4037; or
    4. electronically to Dawn Arnold at arnolddv@appstate.edu with copy to Nathalie Turner at turnernm@appstate.edu.

Note: If you submit your forms electronically, they must be digitally signed. If you do not apply a digital signature on the Travel Insurance Form before emailing it back to OIED, you will need to submit your forms by one of the other methods above.

Your forms must be submitted at least two (2) weeks prior to your departure date. If you choose dependent coverage, please send both forms along with a check for dependent premium by either method 4.a. or 4.b. above.

Upon receipt of your travel insurance materials, OIED will send you the HTH insurance card as an email attachment within seven (7) days of your departure date. If you do not receive the card within three (3) days of your departure date, please notify OIED. Once you receive the HTH insurance card by email, OIED will inform you on how to register with the insurance website to access HTH's Global Health and Safety Resources. OIED will also provide you with Emergency Contact Information to take with you on your travels overseas, should an emergency occur.

It is important to remember that your HTH policy will be in effect only after you have left the U.S. territory. However, when calculating the premium for dependents, please note that the departure and arrival days in the U.S. must be counted as travel days to be covered. Finally, HTH does not cover any medical care received in the United States as the result of a medical condition acquired while abroad. Please refer to the HTH Business Travelers pamphlet (PDF 172K) for more information.

Cuban travel regulations

On January 14, 2011, President Obama announced policy changes designed to increase people-to-people contact between U.S. and Cuba. Consequently, on January 28, 2011, the U.S. Department of Treasury's Office of Foreign Asset Control (OFAC) issued new regulations to implement President Obama's new policy on travel to Cuba. The new regulations provide greater latitude to educational institutions to conduct programs in Cuba than was previously provided under the Bush Administration.

Appalachian has developed institutional guidelines to help faculty/staff and students comply with the new regulations...

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