Faculty and Staff Travel

Before You Go

International Travel Request

Faculty and staff visiting higher-risk locations under a U.S. Department of State (DOS) Travel Advisory “Level 3 – Reconsider Travel” or “Level 4 – Do Not Travel” are strongly encouraged to submit an international travel request prior to travel. This allows our team to provide the highest level of support to faculty and staff while abroad and respond in the event of an emergency. Request forms should be submitted no later than 14 days prior to travel.

• Faculty and Staff Request Form

International Medical and Evacuation Insurance

All Vanderbilt faculty and staff are strongly encouraged to enroll in GeoBlue international medical insurance. It is a reimbursable expense for VU faculty and staff. Faculty and staff may also purchase GeoBlue international health insurance for any spouse/partner or dependent traveling; however, this cost is not reimbursable.

• Before or during travel, access the GeoBlue website or download the free mobile app to find international doctors, hospitals and pharmacies, make appointments for any health care needs and set up direct pay, if available.
• Highlights of GeoBlue coverage: there is no deductible, employees will receive primary medical insurance coverage for any medically necessary care needed while traveling abroad, includes medical repatriation.
• To enroll visit: https://members.geobluestudents.com/Public/Enroll. Use VU group code: KXP-37915

Travel Enrollment and Registration

All Vanderbilt itineraries booked through Concur/World Travel Service are automatically registered with our international security provider, Anvil. Anvil’s system enables the Global Safety and Health team to monitor itineraries, anticipate disruptions, and receive alerts regarding any potential safety or security risks. If a spouse and/or dependent’s travel is booked outside of Concur/World Travel Service, their itineraries can also be added to our monitoring system.

Travelers who are U.S. citizens are also encouraged to enroll their travel with the U.S. Department of State through the Smart Traveler Enrollment Program. This will provide relevant updates from the embassy or consulate in your host country. Non-U.S. citizen travelers should register with their home country’s embassy or state diplomatic service to receive local security updates.

Pre-Departure Training for Academic or Co-Curricular Programs

Vanderbilt faculty and staff members who accompany students abroad accept a leadership role in understanding and mitigating risk. The Global Safety and Health team can partner with trip leaders to design pre-departure training. Our team can also provide trip leader training sessions for employees to help identify and manage foreseeable risks and be prepared to respond to emergencies.

Faculty or staff advising students on university-sponsored independent travel should review the Student International Travel Policy that applies to undergraduate and graduate and professional students. The Global Safety and Health team can also provide destination specific risk assessments upon request.

If you are leading a trip with student travelers to a high-risk destination, trip leaders should complete this request form. Forms should be completed as soon as possible, and no later than 30 days prior to travel.