uts international travel

Global Offices Texas Global partners with faculty, departments, colleges and schools across the university to advance UT Austin’s mission and enhance its international reputation.

Global Connections on Campus The depth and scope of UT’s global academics are evident in the vast network of centers, programs and organizations dedicated to international scholarship, research, creative activity and teaching.

Global Research and Creative Activity UT faculty engage in research and creative activities on every continent, advancing UT Austin’s academic mission and global impact.

• Communications from Leadership
• Global Alumni Relations
• Global Risk and Safety

Travel Policies

UT Austin believes that an international experience is essential to our academic mission. The Restricted Regions Travel Policy and the Student International Travel Policy were created in order to safeguard the well-being of students, faculty and staff going abroad.

Please note that these travel policies are separate from the Request for Travel Authorization (RTA) process. Anyone expecting to receive reimbursement from their department for their travel expenses should complete an RTA in addition to the forms required by Texas Global. The RTA is a departmental requirement and is not processed through Texas Global. Please contact your department with any questions .

While all travel abroad has inherent risks, some parts of the world pose heightened risks to the health and safety of travelers. The International Oversight Committee (IOC) created the Restricted Regions Travel Policy in order to safeguard the well-being of students, faculty and staff going abroad.

The IOC reserves the authority to impose additional requirements before approving a request to travel abroad (e.g., health or disciplinary clearances, restricted travel to specified areas of concern). Without strict guidelines, UT Austin cannot protect the safety of its students, faculty and staff. Strict adherence to the policy is our way of keeping our community safe.

The university will not support travel that takes place without adhering to the requirements of the Travel Policy. To receive credit for coursework taken or research conducted (including thesis or dissertation research) in a Restricted Region, UT Austin students must obtain IOC approval prior to travel. Violators may be denied credit or face non-academic sanctions.

All students (undergraduate and graduate) who violate the travel policy will be referred to the Dean of Students/Student Conduct and Academic Integrity for disciplinary action. Your Department/Dean will also be notified.  Any reimbursement from the university for unapproved travel is strictly prohibited.  For graduate students applying for graduation who have traveled to a Restricted Region without approval, your graduation timeline may be impacted.

UT Austin undergraduate and graduate students traveling internationally must abide by UT Austin’s Travel Policy, with or without university funding. This applies to all students, traveling individually or with a group, who are participating in any university sponsored, university administered or university related activity or program.

This includes but is not limited to:

• approved education abroad programs
• internships
• field studies
• service learning
• conferences and workshops
• competitions of any nature
• volunteer, experiential, or work programs sponsored, endorsed, promoted or administered by UT Austin
• recognized student organization trips abroad
• class field trips

UT Austin employees traveling internationally, with or without university funding, to conduct university business as a faculty or staff member, must abide by UT Austin’s travel policy.

• research 
• conferences or workshops
• teaching endeavors

Any student traveling internationally for a university-related purpose, regardless of credit or funding, must comply with the UT Austin International Travel Process . For more information about policies governing student international travel, visit the  General Information Catalog (Appendix N) .

The types of activities and events covered by this policy include:

• trips organized and/or sponsored by The University of Texas at Austin that are part of or contribute to an academic course or degree program including internships, practicum, and research;
• academic-related international service learning, internships, practicum, research, and volunteer opportunities organized and/or sponsored by the University of Texas at Austin;
• travel by members of a registered student organization regardless of whether or not the organization requires its student members to attend the activity or event;
• other trips organized and/or sponsored by The University of Texas at Austin including the activities of sponsored student organizations;
• travel to meetings of academic-related, professional associations including conferences.

All international student travel covered by the Student International Travel Policy includes mandatory enrollment in emergency assistance and overseas insurance coverage through On Call International.

Important Note:  Students participating in official Education Abroad Programs and Social Work Field Placement opportunities should complete an application to study abroad.

The University of Texas at Austin uses the  UTS 190 International Travel Policy  as framework for our institutional oversight that promotes the health, safety and security of UT Austin travelers and initiatives abroad. This replaces the 2010, 2011, and 2014 Chancellor's directives relating to international travel health, safety and security.

All UT Austin students and employees must comply with policies outlined in the Handbook of Operating Procedures 3-1211: International Travel .

UT System Policy Library

UTS Policies

Pre-departure checklist

Next stop: uts college.

You’re almost here! Here’s what you should do before leaving home.

Arrange this:

• Confirm your flight itinerary and arrival with UTS College
• Arrange your own travel insurance for the length of your stay overseas. This is in addition to your Overseas Student Health Cover (OSHC).
• Get medical, optical and dental check-ups and organise any prescribed medication you may require including a letter from your doctor (in English) detailing any prescribed medicines
• Make a note of the contact details of your country's embassy in Australia
• Your passport !
• Offer letter
• Confirmation of Enrolment (CoE)
• Original academic transcripts
• Your orientation letter
• Tuition payments receipts
• Identification documents
• Important contact numbers
• Details of pre-arranged accommodation
• Important medical records
• Intel Core i5 Processor or better
• 8GB RAM or greater
• 256GB SSD or greater
• Screen: 13” and resolution at least 1920 x 1080
• 802.11g/n Wireless
• USB 3.0 Port
• Windows 10 (64 bit) or Mac OS 10.13 High Sierra
• Microsoft Office
• Please note: UTS College students are eligible to download Microsoft Office for free at portal.office.com Confirmation of Enrolment (CoE)
• Chargers for your phone, camera, laptop and any other electronics. Make sure to pack a power adapter for Australian sockets too.
• Money ! Try to have at least A$2,000 available to you when you arrive in Sydney. Remember: it doesn’t all have to be in cash.
• Medication and  prescriptions, if needed
• A spare pair of glasses or contact lenses , if needed
• Lots of clothing for different seasons. UTS College does not have a dress code, so wear anything you like.
• Toiletries to last you the first 1-2 weeks. You can buy anything else you need here.
• Check customs and quarantine regulations and pack any items you wish to declare separately

Remember to make a copy of your documents just in case you lose the originals.

•   Apply   How to apply
•   Enquire   Enquire online
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•   Dates   Important Dates

Corporate Office - India

801-802, Nirmal Tower, Barakhamba Road, New Delhi, 110 001, INDIA

[email protected]

+91 11 23312225 +91 11 23312226 +91 11 23312804

+91 11 23326226

+91 9811427770 +91 9811017192 +91 9811014398

Overseas Office - Japan

3F, Shiba Oi Building, 4-6-5, Shiba, Minato-Ku, Tokyo, 108-0014, JAPAN

+81-3-5730-0752

WhatsApp Support

After office hours contact, company emails.

• DIRECTOR: [email protected] (Mr. Sanjeev Bhandari)
• TRAVEL BUSINESS IN-CHARGE: [email protected] (Mr. Vijay Bahukhandi)
• HOTELS: [email protected] (Mr. Rajendra Singh Negi)
• LADAKH: [email protected]
• UTTARAKHAND: [email protected]
• BUSINESS OPERATIONS HEAD: [email protected]
• ACCOUNTS: [email protected]
• OPERATIONS: [email protected]
• JAPAN DMC: [email protected]
• UTS JAPAN: [email protected]
• CHARDHAM/DODHAM/EKDHAM: [email protected]
• UTS INTERNATIONAL TRAVEL SUPPORT: [email protected]

Working Hours

NOTE: UTS International corporate office is closed on all Indian National Holidays and all Indian Festivals. For Holidays confirm by contacting us for the information related to Tours & Travels.

University of Technology, Sydney

• VCs Directive Travel & Guidelines
• Before you travel
• After you travel
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• Associated personal travel
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• Overseas travel
• Domestic travel
• Travel insurance
• Travel health and safety
• Travel emergencies
• Travel forms
• Lounge Memberships and Frequent Flyer programs
• Smart phone apps and useful links

All contact details

We value your feedback to our website. Please forward your suggestions to : [email protected]

Travel Health and Safety

UTS has integrated risk management into the travel approval process. It is vital that anyone travelling on authorised UTS business remain safe when travelling.

The UTS guidelines for overseas travel have changed in line with the advisories provided by International SOS.

Travel booked through a UTS preferred travel management agent is registered with International SOS. If travel is arranged with a non preferred agent the traveller's details and itinerary must be entered into the International SOS Personal Travel Locator.

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International Travel Policy - UTDPP1108

Policy statement.

It is the policy of The University of Texas at Dallas to promote safe travel by students, faculty, staff, and official guests/volunteers participating in University International Travel covered by this policy.

This policy provides a framework of institutional oversight consistent with UT System Policy UTS190: International Travel Policy in order to promote the health, safety, and security of The University of Texas at Dallas (UT Dallas) travelers and initiatives abroad.

This policy applies to UT Dallas students, faculty, staff, and official guests/volunteers participating in university international travel. This policy complements the policy UTDBP3023 Travel and Risk Related Activities.

Definitions

• Travel that the University supports financially, or by sending faculty, staff or students to participate in an activity or event as official representatives of the University, or
• Travel that is initiated, actively planned, arranged, or advised by a UT Dallas faculty, staff, or registered student organization, and is approved by an appropriate administrator.
• Official Guest/Volunteer: Any individual invited and authorized by UT Dallas to participate in university international travel.
• High Risk areas include locations where the U.S. Department of State has issued a Travel Advisory Level 3 or 4; the Centers for Disease Control and Prevention (CDC) has issued a Warning Level 3: Avoid Nonessential Travel Health Notice; or the UT Dallas International Oversight Committee (IOC) has deemed significant health, safety, or security risks are present; . this could include any region with a US State Department Travel Advisory recommendation of "do not travel" or "reconsider travel" within a country rated as Travel Advisory Level 2 or Level 1.

Responsibilities

• Travelers and sponsoring units must obtain advance approval for international travel. Forms and guidelines for authorization of international travel are available on the International Risk and Safety webpages.
• It is the responsibility of UT Dallas travelers to assess and mitigate health, safety, and security risks when engaging in university international travel. Travelers must abide by all UT System and institutional rules governing international travel, as well as any relevant U.S. and international laws governing international travel.
• It is the responsibility of UT Dallas to assess the health, safety, and security risks of university international travel, with special consideration for High Risk travel; and to provide clear information to UT Dallas travelers about international travel policies, procedures, or requirements for travel.
• The IOC must provide advance written authorization for travel to High Risk areas through the appropriate international travel authorization process.
• Planned travel that is not yet in progress when a destination becomes High Risk is automatically suspended pending review by the IOC.
• Travel that is in-progress when a location becomes High Risk must be reviewed by the IOC within a reasonable timeframe to determine if the threat is imminent and if travelers should be recalled or relocated.
• Travel that has been approved by the IOC may be subject to additional review if there is a change in circumstances and/or additional review is deemed necessary by the IOC.
• The IOC may withdraw travel approval at any time.
• Travel Registration: All university international travel, regardless of risk level, must be registered with UT System's emergency assistance provider prior to departure. Instructions for registration are available on the UT Dallas International Trip Registration webpage.

Related Statutes, Policies, Requirements or Standards

UT System Regents Rule 20801: Travel https://www.utsystem.edu/board-of-regents/rules/20801-travel UTS190: International Travel Policy https://www.utsystem.edu/board-of-regents/policy-library/policies/uts-190-international-travel-policy UTDPP1092: International Oversight Committee https://policy.utdallas.edu/utdpp1092 UTDBP3023 Travel and Risk Related Activities https://policy.utdallas.edu/utdbp3023 UT Dallas International Travel https://www.utdallas.edu/rs/international-travel/ International Risk and Safety https://www.utdallas.edu/rs/ International Trip Registration https://ie.utdallas.edu/rs/register-your-trip/

Policy History

• Issued: 2018-06-01

Policy Links

• Permalink for this policy: https://policy.utdallas.edu/utdpp1108
• Link to PDF version: https://policy.utdallas.edu/utdpp1108/makepdf
• Link to printable version: https://policy.utdallas.edu/utdpp1108/makeprint
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UTS Travel Insurance

The Travel Insurance Policy provides cover to UTS students on approved travel. The cover includes domestic and international travel. The traveller is automatically covered upon receiving written approval from their supervisors. Travel insurance cover is available for maximum 365 days from the date of travel.  If your trip is likely to go over 365 days please contact Insurance at  [email protected] .  

Insurance Certificate

A personalised Travel Insurance Certificate will be issued to you upon registering your trip on International SOS and completion of the Pre-Travel Essential tasks.

If you require the Travel Insurance Certificate urgently for your visa application, please contact the relevant study program coordinators:

• In-Country Study (ICS) - [email protected]
• Exchange - [email protected]
• Global Short - [email protected]

Private/Leisure Travel Insurance

If you wish to travel before or after the approved travel dates, private/leisure travel insurance can be purchased with Travel Insurance Saver  or a provider of your choice.  

Emergency contact ISOS

The University has engaged the services of International SOS to assist with the ongoing efforts to ensure the safety and wellbeing of all staff and students travelling for UTS business.

ISOS work in conjunction with the University's nominated travel companies to capture all the relevant travel data for UTS travellers.  This ensures that in the case of an emergency they can quickly locate and assist our staff and students. 

To access and print your own Emergency Contact Card please check  University of Technology Sydney Global Assistance Program .

ISOS Membership Number: 12AGDA920914

Alternatively, download the ISOS Assistance App .

1. Download Assistance App

2. Login using the UTS Membership Number: 12AGDA920914

3. Create a profile 

Pre-existing condition

A pre-existing medical condition is any medical condition for which an Insured Person has received treatment or prescribed medication from a Medical Practitioner in the six (6) months prior to the Insured Person's travel.

If you have a pre-existing medical condition, you will need to seek a ‘fit to fly’ certification from your treating physician to undertake your proposed travel - within 5 days of commencing the travel. If this approval is given, the Corporate Travel policy will provide cover for unexpected and unforeseen medical emergencies arising from your pre-existing conditions. Please keep the ‘fit to fly' certification with you for your own records during travel.

This policy DOES NOT provide cover for expenses that are expected or foreseen - including the cost of scheduled check-ups/treatment, maintaining ongoing pharmaceutical treatment, or other planned expenses. 

If your treating practitioner recommends against travelling, this policy will not provide cover for unexpected and unforeseen complications arising from your condition. 

Disclaimer 1 - the Insurer will assess the claim and retains the right to:

• Agree to insure, or 
• Partially insure, or 
• Decline to insure the proposed travel

Disclaimer 2 - all costs associated with the assessment and any additional premium are the responsibility of the traveller. These costs are not covered by the University.

If there are any questions or concerns, please direct your query to [email protected]

How to make a claim

UTS Insurance is a pay and claim policy (except in medical emergencies where it is approved by UTS Insurance). This means that you pay upfront and then claim for reimbursement. All receipts will be needed – so please keep them! UTS or ISOS are not insurance companies and cannot guarantee payment from the UTS Insurance provider on your behalf for non-emergency matters.

Claims will be assessed as per the terms and conditions of the policy. 

All claims, and circumstances which may result in a claim, should be promptly reported via email at [email protected] .                          To submit a claim online follow the below prompts:

1. Complete online claim by visiting  http://uts.csnet.com.au  (use Microsoft Edge or Firebox browser)

2. Click on the online Company Registration code icon

3. Enter UTSF99B680BE8 and select Sign In

4. and then click on the submit your claim icon to start the survey

Your claim should be supported by medical evidence, reports and receipts, and copies of your itinerary and authority to travel. 

Claim Excess

A significant number of minor claims have been lodged recently with our travel insurer. There is a standard excess of $200 where applicable. Nil excess applies to medical claims. The excess is borne by the traveller. Claims for medical expenses are not subject to the $200 deductible

If you have any difficulties making a claim online please contact CSN on +61 8256 1760. Please ask for the System Administrator. 

Note: Failure to promptly report a potential claim may prejudice the acceptance of the claim by insurers.  All claims must be forwarded by you to CSN, UTS Travel Insurance Services .

Frequently Asked Questions

Medical expenses.

Am I covered for medical expenses for injury/sickness overseas? Yes. You are covered for medical expenses incurred due to injury/sickness during the approved travel period.  This includes COVID related medical expenses as well.  Expenses incurred outside the approved period is not covered.  Medical expenses incurred in transiting countries are also covered.

Are my medical expenses covered if I contract COVID whilst on approved study program?  Yes. Medical expenses incurred for the treatment of COVID are covered whilst on approved travel as long as you have complied with the government requirements to travel overseas, these are currently to be double vaccinated and to have returned a negative PCR test within 48 hours of your departure time. If you are travelling outside of the approved period UTS insurance will not cover you. It is your responsibility to organise your own cover.

Do I have to pay for medical costs first and then make a claim?  Yes. You have to pay for medical expenses first and then lodge a claim with CSN. The claim will be assessed as per the terms, conditions and exclusions of the policy and settled accordingly.

Am I covered for pre-existing medical conditions?  No. The expense incurred to manage/treat a pre-existing medical condition is not covered. However, costs relating to any  emergencies  arising out of pre-existing conditions are covered. 

Can I claim for vaccinations/flu/covid shots that I take prior to travel?  No. Costs incurred for precautionary measures are not covered, this includes Covid vaccinations/booster shots.

Are medicines purchased over the counter covered?  No. Only prescribed medicines by a legally qualified medical practitioner are covered.

Extension of Medical expenses

What if my flights get cancelled or altered due to COVID? Are the cost of rebooking or additional costs covered? No.  All additional cost incurred due to COVID e.g. cancellation, rebooking, loss of deposit, quarantine costs are not covered in any circumstances. Please directly contact the airlines, accommodation providers etc. as through the COVID pandemic they have been often been offering refunds or credits.  

Will losses from flights and other charges be claimable / covered if I am required by the University to return home? Yes.  If UTS has directed to return home then UTS will cover the cost.

Will losses from flights and other charges be claimable / covered if I am required by the University to return home and I refuse to return home? No.  If you go against UTS's direction then you will not be covered for losses resulting out of the consequence. 

Can I extend my coverage if COVID means I have to stay on past the end of the UTS approved cover period? Yes.  Extension is possible in situations which are out of your control. You need to contact [email protected] immediately.

What if I have to return home due to illness or death in the family? Before booking your flights you  must  contact  ISOS  to get approval to be covered. Please note where the death or illness in the family is of a person aged over 75 years of age, the costs of returning home will not be covered.

What is a dental emergency? Dental emergency arises due to an unforeseeable circumstance (an accident caused by violent, external and visible means and occurring solely and directly and independently of any other cause) and a registered and legally qualified dentist provides treatment for the relief or management of the resultant dental pain. Claims arising out of cavities are not covered as cavities are caused due to lack of dental health maintenance over a period of time. Any claims arising out of lack of dental health maintenance are not covered. Cover is not provided for routine dental check-ups or procedures (for instance teeth cleaning, filling of cavities, cosmetic dentistry etc.). 

What is an optical emergency? Optical emergency arises due to unforeseeable circumstance (an accident caused by violent, external and visible means and occurring solely and directly and independently of any other cause) where treatment is provided by registered and legally qualified medical practitioner or optician. Cover is not provided for routine optical treatment & check-ups.

General Expenses

What are the major exclusions?

• Pre-existing conditions
• Travelling against medical advice
• Phone bills from stolen phones
• Loss of unattended personal items / luggage
• Pregnancy and childbirth
• Sexually transmitted disease
• Medical expenses incurred more than 12 months after the date of injury
• Medicare gap
• Cost of emergency return trip home if the insurer is not notified before travel commences

Personal Items, laptop, digital camera etc. covered?   

• The policy covers accidental loss or damage of accompanied luggage, personal effects, portable business equipment (including laptops and mobile phones) that occurred during the approved travel period.
• Mislaid luggage by any carrier for more than 8 consecutive hours.
• Travel Documents for non-recoverable cost of replacing.
• Credit Card Frauds
• Money – cash, bank or currency notes, cheques etc
• Each personal item has a limit of $5,000. If you have any one item valued at more than $5,000 please notify insurance.

Stolen Sim Cards The policy does not cover any contractual liability that you may have with the mobile service provider. If any payments are outstanding as you are on a plan, this will not be covered.

What if I miss my flight? If due to unforeseen circumstances (excluding COVID related events) that are not in your control means you cannot travel and lose your deposit on airfares, accommodation etc. that you have already paid for, the policy will cover for those losses. International SOS must be informed in advance of your situation. Where the missed flight relates to COVID please initially contact the airline as they have been offering alternatives, refunds/credits for COVID related matters through the pandemic. If for COVID related matters the airline is not helpful, please contact your travel coordinator at UTS.

What if my travel is longer than 365 days? You are covered under UTS insurance for the period noted on your insurance certificate.  The cover is not blanket cover for 365 days.  Travel of more than 365 days is not covered. Students are required to come back to Australia and renew their insurance cover or organise their own insurance cover overseas prior to their departure. Insurers will not consider any extension to the policy beyond 365 days if you are already overseas.

Does the policy cover weekends and public holidays? Yes. It covers weekends and public holidays that fall within the approved period. You must obtain your own private travel insurance if travelling outside the approved period.

If I have to see a doctor do I have to pay upfront for the fees? Yes. You do have to pay upfront and then lodge a claim.

Are leisure activities such as skiing, bungee jumping, rock climbing, etc. covered? For the safety and well-being of our students, it is within UTS's guidelines to strongly advise against partaking in high-risk leisure activities during the overseas program. High-risk activities are defined as those with an inherent potential for serious injury or death, such as extreme sports like rock climbing, bungee jumping, paragliding, hand gliding, and racing (other than on foot). Please note the list is not exhaustive.

However, if a student chooses to engage in a high-risk leisure activity, the following conditions must be met:

• The activity must be guided by a licensed and reputable operator. This helps ensure that the activity is conducted safely and within appropriate parameters
• The student must take all necessary precautions as advised by the guide and relevant authorities. This includes wearing appropriate safety gear, following instructions, and being aware of potential risks
• The student must comply with all requirements for participating in the activity. This may include obtaining necessary permits, completing training courses, and meeting any physical fitness requirements

UTS encourages all students to prioritise their safety and well-being during overseas travel. Contact [email protected] if you have any questions or concerns. 

Will I be reimbursed for the expenses incurred in returning to my Country of Residence due to the unexpected death, serious injury or sickness of a relative? Yes. Prior approval from the Insurer is required. The policy defines Country of Residence to mean; a)  the country the Insured Person is a citizen or permanent resident of (i.e. holder of a multiple entry visa or permit which gives the Insured Person resident health care rights in such country); or b)  The country in which the Insured Person is residing on an overseas expatriate assignment. A relative means the spouse, parent, parent-in-law, grandparent, step-parent, child, step-child, grandchild, brother, brother-in-law, sister, sister-in-law, daughter-in-law,

Relative means; Son-in-law, fiancée, fiancé, half-brother, half-sister, aunt, uncle, niece or nephew of the Insured Person, provided such person(s) are under 80 years of age and reside in the Insured Person's Country of Residence. Therefore, if there is a serious illness of a relative in Australia and the student is studying in London, the policy will provide cover for costs to return back to Australia. However if the student is from Australia and are studying in London and there is a serious illness of a relative in South Africa, then the policy will not cover the costs for the student to fly to South Africa.

Non-Emergency Events

• Any assistance provided by  International SOS  for non-emergency events may not be covered by UTS Insurance nor will UTS be willing to pick up the cost. This should be clearly communicated to students.
• Advice received on phone from  International SOS  is free.

Emergency Events

In the case of an emergency, contact the closest International SOS Centre.

Examples of Insurance Emergency

• You are taken to the hospital due to a medical emergency.
• You are required to return to Australia due to sickness/death in the family.
• Your passport/credit cards or important documents are stolen or lost.
• Support is needed for any mental health related issue

Useful links

• DFAT Smart Traveller
• International SOS
• Travel Insurance Certificate of Currency  (PDF, 556KB)
• Travel Insurance Policy Wording (PDF, 464KB)
• Travel Approval Form​  (PDF, 736KB)
• Cybersecurity Travel Tips (Student login required)

UTS acknowledges the Gadigal people of the Eora Nation, the Boorooberongal people of the Dharug Nation, the Bidiagal people and the Gamaygal people, upon whose ancestral lands our university stands. We would also like to pay respect to the Elders both past and present, acknowledging them as the traditional custodians of knowledge for these lands.