Expense reimbursement for international travel requires travel registration

Author: Colleen Wilcox, Notre Dame International

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Effective July 1, all faculty, staff and graduate students traveling abroad on University business must register their travel and attach their confirmation email to their Concur expense report. The process is similar to the requirement to attach an agenda when traveling for a conference.

Over the past several months, University-related international travel for faculty, staff and graduate students has increased. Recognizing that travel is critical for academic and professional pursuits, the University is committed to facilitating travel under safe conditions and is updating important measures to ensure a quick and effective response if conditions change abroad.

The travel registry, managed by NDI, is a convenient, one-stop service that enables communications in the event of an emergency. NDI also works with International SOS, an international assistance provider, to support the health, safety and security of University travelers.

Jaime Signoracci, director of international travel safety with Notre Dame International (NDI), says the University has strengthened assistance and resources it provides to overseas travelers.

“Travel registration is a key component to safeguarding and supporting our international travelers so they can stay informed about changing conditions and tap into these resources,” she says. “When we know who is where, we can keep our travelers updated of impactful events and quickly communicate with them in the event of an emergency.”

Since the pandemic, the University has required travel registration for all international trips taken by faculty, staff and graduate students since last summer. Proof of registration will be required for expense reimbursement by Notre Dame for all international travel. The University no longer requires vice president or dean approval for international travel; however, individual units may choose to administer their own approval process.

Liz Rulli, associate vice president for research, says new requirements are expected later this year for organizations like Notre Dame that receive federal research funding.

“These regulations will require faculty and staff who travel for University business, teaching, conference attendance and research purposes to have advance authorization for foreign travel, receive security briefings and assistance with electronic device security,” she says. “While the details of these requirements are expected later this summer, Notre Dame’s implementation of the travel registry requirement positions us well for compliance with these new federal regulations.” 

The Concur system will be updated with information to remind travelers of this new requirement, and additional resources will be made available to support this transition.

Read the full international travel protocol

Originally published by Colleen Wilcox, Notre Dame International at ndworks.nd.edu on June 07, 2022.