IFAS Internal Management Memoranda

UF/IFAS; International Travel Authorization for 1) UF/IFAS Personnel and non-IFAS Personnel on Official Business, and 2) UF/IFAS Students

EFFECTIVE DATE: October 31, 2003

INTERNAL MANAGEMENT MEMORANDUM: 6C1-6.70-1 (Revised)

SUBJECT: UF/IFAS; International Travel Authorization for 1) UF/IFAS Personnel and non-IFAS Personnel on Official Business, and 2) UF/IFAS Students

Regulations: Consistent with and in addition to the UF/IFAS Travel Policy and Procedures (IMM 6C1-6.40-6 revised), the following conditions apply to international travel:

  1. International Travel Authorization for UF/IFAS Personnel and non-IFAS Personnel on Official UF/IFAS Business.

    All international travel to be performed on official time by UF/IFAS personnel and other non-IFAS personnel on official UF/IFAS business must be authorized and approved by their appropriate Unit Head (Dean if traveler reports to Dean). This approval includes appropriateness of trip, assurance of availability of funds, and, if grant funds, that the expenses are allowable under the contract or grant. Travel covered by comp funds also requires authorization.

    1. Request for authorization must be submitted using the Travel Authorization Request (TAR) form FA-SA-606/8-1-94 following the procedures outlined in IMM 6C1-6.40-6 revised or using the Travel Request & Reimbursement Information Processing System (TRIPPS).

    2. The Senior Associate Dean and Director of UF/IFAS International Programs must approve the TAR. It should be received by the International Programs office in a timely manner (15 days prior to the start of travel).

    3. Medical evacuation insurance is recommended.

    4. Travelers should read appropriate State Department advisories before beginning travel to a foreign destination and in general exercise prudence whenever traveling to foreign locations. Travel advisories are available electronically
      http://travel.state.gov/travel/cis_pa_tw/tw/tw_1764.html

    5. Any international traveler with appropriate funding may opt for business class travel in
      lieu of a rest stop on scheduled international flights in excess of 14 hours.

    6. Funding agency travel regulations may vary with individual contracts or grants. Whenever there is a conflict between the contract regulations and UF/IFAS travel policies or procedures, the contract/grant regulations shall take precedence.

  2. International Travel Authorization for UF/IFAS Students.

    All international travel to be performed on official time by UF/IFAS students must be authorized and approved by their appropriate supervisor and department head. This approval includes appropriateness of trip, assurance of availability of funds, and, if grant funds, that the expenses are allowable under the contract or grant. Travel covered by comp funds also requires authorization.

    1. Request for authorization must be submitted using the Travel Authorization Request (TAR) form FA-SA-606/8-1-94 following the procedures outlined in IMM 6C1-6.40-6 revised or using the Travel Request & Reimbursement Information Processing System (TRRIPS).

    2. Medical Evacuation Insurance is required for students. The UF International Center (UFIC) ensures that every student receives a travel checklist at the point of applying for medical evacuation insurance, and requires the supervisor's signature on the release form. The traveler must obtain the checklist from UFIC. The TAR for a student will not be approved without assurance of proper documentation.

    3. The TAR must be approved by the Dean for Academic Programs and College of Agricultural and Life Sciences.

    4. The Senior Associate Dean and Director of UF/IFAS International Programs must approve the TAR. It should be received by the International Programs office in a timely manner (15 days prior to the start of travel).

Flowchart

Request and Approval for Funded and Complimentary Foreign Travel

UF FACULTY, STAFF,
NON-UF PERSONNEL

Initiates travel planning and considers
prudent risk management

STUDENTS

Visit UFIC for required risk manage- ment & medical evacuation insurance.
Obtain checklist

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Unit Prepares TAR

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Traveler Signs

 

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Supervisor (if different than Unit Leader) and Department Chair/Center Director/District Extension Director approves for appropriateness of trip, assurance of availability of funds and/if
using grant funds, allowability under the terms of the contract or grant.

Supervisor (if different than Unit Leader) signs TAR and UFIC checklist, Department Chair/Center Director/District
Extension Director approves for appropriateness of trip, assurance of availability of funds and, if using grant funds, allowability under the terms of the contract or grant.

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Dean for Academic Programs & College of Agricultural and Life Sciences for approval

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Senior Associate Dean & Director UF/IFAS
International Programs for approval

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IFAS TAR submitted to UF/IFAS
Travel Office