Preparing for Travel Abroad

 
Traveling abroad requires planning. Hand in hand with the purpose of your trip, as a UT Dallas traveler you need to also identify risks and reasonable risk mitigation measures for your destination, follow university policies, and obtain all needed travel documents. The recommendations in this post will assist you in planning a successful trip. 

Research Your Host Country 

• Read the Travel Advisories issued by the U.S. Department of State 
• Review the CDC’s Travel Health Notices 
• UTD travelers can also request a Pre-Trip Review by On Call International 

Obtain Travel Documents 

Passport and Visa 

• If you do not have a passport, allow ample processing time so you can get your passport in time. To apply for a U.S. passport, you can make an appointment at the UTD Passport Services office.  
• If you already have a passport, you may need to renew it if your destination requires your passport to have a specific validity upon entry. For example, if you need to enter the Schengen Area your passport must be valid for at least six months at the time of your entry, according to U.S. DOS. 
• Determine if your destination requires a visa. This information can often be found on the website of the embassy or consulate of the country you plan to visit. 
• Apply for your passport and visa well in advance of your trip. 

I-20 or DS-2019 for International Students 

• If you are on an F-1 or J-1 visa, ensure you request a travel endorsement on your I-20 or DS-2019 form from your International Student Services Office well before your travel date. 

Get a Health Checkup 

• Review the CDC Travel Health Notice for your destination. 
• Schedule a visit with your healthcare provider to discuss any vaccinations or medications you may need. 
• Obtain a doctor’s note for any medications you will bring with you in your trip, in case you need a refill. 
• Make sure your medications are legal at the country you will visit. You can contact On Call International at +1-978-651-9722 to help you verify. 

Get Travel Authorization 

• Faculty, staff, and students traveling abroad on behalf of the University must secure in advance approval for travel. See how at the Get Travel Authorization. 
• If UTD will provide financial support, please be aware that travel expenses cannot be incurred before having obtained travel authorization, this includes flights. 

Review Your Insurance and Register Your Trip 

• Review your insurance benefits for your UTD activity abroad. Visit the Know Your Insurance webpage. 
• If you need personalized proof of insurance for your UTD activity abroad. Request an insurance letter.  
• Register your flights with On Call International prior to departure. See how at the Register Your Trip webpage. 
• If you are a U.S. citizen, register your travel with the Smart Traveler Enrollment Program (STEP) for updates and safety information. 

Final Preparations 

• Inform your bank about your travel plans to avoid issues with your accounts. 
• Make copies of essential documents (passport, visa, insurance) 
• Create an Emergency Communications Plan. You can use this ECP template. 

For further reading and to better prepare yourself for your travels, please refer to the following articles, 

• Managing Medical Emergencies Abroad 
• Device and Information Security Abroad 
• For additional recommendations go to the Traveler Toolkit 

Sources 

• IRSO – https://ie.utdallas.edu/rs 
• CDC – https://cdc.gov 
• DOS – https://travel.state.gov 

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