Foreign Travel

Informing Risk Management of International Travel Plans

University Risk Management has created a travel notification process to be completed by faculty, staff, students and members of the community before they travel internationally on University-sponsored trips.  The completion of the University-sponsored Travel Notification is requested so that should the need arise, emergency services, resources, and procedures may be made available while traveling abroad.  This is not an approval process, but rather a way to inform our foreign liability insurance carrier of the countries visited so that we may activate emergency services if necessary.  Additionally, Research and Sponsored Programs will utilize the provided international travel notifications to ensure all faculty, staff, and students are in full compliance with U.S. Export Control laws.

Per Diem

• The Per Diem rates for foreign travel can be found at https://www.travel.dod.mil/.
  • Choose the country traveled and the month of travel for the published date.
  • After clicking on the calculate button, a list of the maximum allowances will pop up.
  • If the location is not listed, please use [Other].
  • The maximum Per Diem amount is listed under the Local Meals column.
  • Since Per Diem amounts are determined by location, the times for departure and arrival between destinations need to be included when traveling from city to city.
  • When claiming per diem, meal receipts should not be attached to the voucher.
• If meals are provided, the following percentages are deducted from the allowed per diem rates:
  • Breakfast 20%
  • Lunch 30%
  • Dinner 50%
• The out-of-state Per Diem rates are used on the dates of travel between the U.S. and your destination.

Receipts

• All receipts need to be attached to the voucher and converted to U.S. Dollars (USD).
• For allowable expenses paid with a credit card, the credit card statement can be attached to the travel voucher to show the actual conversion amounts.
• If a credit card statement is not available, the conversion needs to be calculated based on the actual date the expense was paid. A historic currency converter can be found at http://www.oanda.com/currency/converter/.