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International Travel FAQ

Travelers should first check Concur for lodging arrangements. If no suitable options are available, travelers may book with a lodging establishment of their choosing so long as the rate is below the rate maximum for the location. Acceptable lodging includes: hotels, hostels and Airbnb. In-kind lodging is allowable, but no expenses may be submitted for reimbursement if this lodging method is chosen. 

Air travel must be booked with the designated agency. International flights in excess of 8 hours may book Premium Economy seats.

Exception: If the traveler is purchasing the airfare while in travel status, outside of the United States, to a destination other than the United States, the airfare may be purchased directly with the air carrier. Third party sites (such as Expedia) are still non-reimbursable. 

All international faculty/staff travelers are strongly encouraged to register for CISI insurance. Students are required to register for this insurance.  Contact your risk management or international education office for registration instructions. 

Other travel insurances are not required, recommended or reimbursable. 

Car Rental Insurance:

    1. UW Risk Management recommends purchasing insurance with all international rentals.

Special Considerations for International Travel can be found in the Miscellaneous Travel Expenses Policy. Receipts are required regardless of cost for the below items.

Reimbursable costs associated with Foreign/International travel:

  • Cost of testing required for travel (i.e. COVID testing)
  • Travel visas
  • required inoculations/vaccinations
  • foreign transaction fees incurred on corporate cards
  • business communications, including international calling plans when accompanied by business justification (individual phone calls are part of the M&IE per diem allowance)

Visa/Passport Services

For expedited processing, we have partnered with CIBT Visas, the largest travel visa and passport company in the world. University of Wisconsin students, faculty and administrators are entitled to significantly reduced CIBT processing fees. CIBT’s Customer Care Center is available toll free at 800-577-2428 Monday through Friday from 8:30 a.m. – 9:00 p.m. Eastern Time.

The CIBT dedicated portal for the University of Wisconsin can be found at: cibtvisas.com/wisconsin

The account code is 29249, please reference this number if contacting CIBT via phone.

 

U.S. Department of State RSS Feed

As a first step in planning any trip abroad, check the Travel Advisories for your intended destination.

  1. Belarus - Level 4: Do Not Travel

    Do not travel to Belarus due to:

    • The risk of harassment by Belarusian security officials.
    • The arbitrary enforcement of local laws.
    • The potential for civil unrest.
    • Danger associated with its continued support of Russia’s war against Ukraine.

    Ordered Departure
    On February 28, 2022, the Department of State ordered the departure of U.S. government employees and the suspension of operations at U.S. Embassy Minsk.  

    All consular services, routine and emergency, are suspended until further notice. The U.S. government has severely limited ability to help U.S. citizens in Belarus. U.S. citizens in Belarus who require consular services should leave the country immediately and contact a U.S. embassy or consulate in another country.

    Advisory Summary:
    The U.S. government has extremely limited ability to assist detained U.S. citizens. A U.S. citizen may not receive consular access and could face extended periods of detention with no contact with the outside world.   

    Dual Citizenship
    Belarus does not recognize dual nationality. Belarus will not recognize your U.S. citizenship if you are a dual U.S.-Belarusian citizen or have a claim to Belarusian citizenship. 

    • Belarus repeatedly has blocked U.S. consular officers from visiting detained dual U.S.-Belarusian citizens. 
    • The Belarusian government has prevented dual U.S.-Belarusian citizens from leaving the country, and in some cases forced dual citizens into mandatory military service.

    Demonstrations
    In Belarus, peaceful assembly and freedom of speech are not protected rights. U.S. citizens should avoid demonstrations. Belarusian authorities have used excessive force to disperse demonstrators, including people peacefully demonstrating.  Bystanders, including foreign nationals, face the possibility of arrest or detention.

    U.S. citizens near demonstrations have been arrested. Some have been victims of harassment or mistreatment by Belarusian officials.  Belarusian officials unevenly enforce laws and regulations. Belarusian authorities have targeted individuals associated with independent and foreign media. 

    Belarusian authorities have detained tens of thousands of individuals, including U.S. citizens, accused of links to opposition parties and involvement in political protests, even if these links or associated activities occurred outside Belarus. 

    About 1,100 prisoners are currently in prison or otherwise detained for political activities that may not be considered crimes in the United States.  The Belarusian authorities have denied prisoners access to their embassy and lawyers, as well as restricted communication with family outside prison Conditions in Belarusian detention facilities are extremely poor and there are credible accounts of prisoners being mistreated and abused while in custody.  

    Electronic devices
    Reconsider bringing electronic devices into Belarus. U.S. citizens should assume all electronic communications and devices in Belarus are monitored by Belarusian security services. Belarusian security services have arrested U.S. citizens and other foreign nationals based on information found on electronic devices, including information that was created, transmitted, or stored while in another country.

    Air Travel
    There are few commercial air travel options available into and out of Belarus. Flights could be unavailable on short notice, and the availability of other transportation options could change at any time. Those wishing to leave Belarus should make their own travel plans. The U.S. government can only offer limited help to U.S. citizens trying to leave. 

    Border crossings with neighboring states sometimes close with little notice. U.S. citizens should regularly reevaluate departure plans in the event of an emergency. 

    On May 23, 2021, Belarusian authorities improperly forced the landing of a commercial plane transiting through Belarusian airspace in order to arrest an opposition journalist who was a passenger.  

    On February 24, 2022, the Federal Aviation Administration (FAA) issued an ongoing Advisory Notice to Airmen (NOTAM) banning U.S. air carriers and commercial operators, U.S. pilots, and U.S. registered aircraft from operating in the Minsk Flight Information Region (UMMV) due to safety-of-flight risks associated with ongoing hostilities.  The Federal Aviation Administration’s Prohibitions, Restrictions and Notices includes more information.

    Review the country information page for additional information on travel to Belarus.

    If you choose to disregard the Travel Advisory and travel to Belarus: 

    • Prepare a will and designate appropriate insurance beneficiaries or power of attorney.
    • Share important documents, log-in information, and points of contact with loved ones so that they can manage your affairs if you are unable to return as planned to the United States. Review this list of documents to prepare for your trip.
    • Discuss a plan with loved ones regarding care and custody of children, pets, property, belongings, non-liquid assets (collections, artwork, etc.) funeral wishes, etc.
    • Leave DNA samples with your medical providers in case it is necessary for your family to access them.
    • Develop a communication plan with family, your employer or host organization. List how and when you’ll confirm you’re safe (text or call).  Specify how often you will do this.
    • Have evacuation plans that do not rely on U.S. government assistance. Review the information on what the U.S. government can and cannot do to assist you in an emergency while overseas
    • Visit our website for Travel to High-Risk Areas.
    • Consider the unique risks of possessing dual U.S.-Belarusian nationality.
    • Reconsider bringing electronic devices to Belarus.
    • Log out of all social media accounts, and do not access personal social media accounts while in Belarus.
    • Avoid demonstrations and crowds.
    • Check local and international media for breaking events. Be prepared to adjust your plans based on new information.
    • Keep travel documents up to date and easily accessible.
    • Enroll in the Smart Traveler Enrollment Program (STEP) to get important updates and alerts from the U.S. embassy or consulate. Enrolling helps the U.S. embassy or consulate contact you or your emergency contact in an emergency. 
    • Review the Country Security Report for Belarus.
    • Visit the Centers for Disease Control and Prevention (CDC) website for the latest Travel Health Information for Belarus
    • We highly recommend that you buy insurance before you travel. Check with your travel insurance provider about evacuation assistance, medical insurance, and trip cancellation coverage.

  1. Democratic Republic of the Congo - Level 3: Reconsider Travel

    Updated due to changes to the Travel Advisory level, U.S. government restrictions on personnel, and information on armed conflict in North and South Kivu.

    Reconsider travel to the Democratic Republic of the Congo (DRC) due to crime, and civil unrest. Some areas have increased risk due to armed conflict. Read the entire Travel Advisory.

    Do Not Travel To:

    • North and South Kivu provinces due to crime, terrorism, civil unrestarmed conflict, and kidnapping.
    • Ituri province due to crimecivil unrestterrorismarmed conflict, and kidnapping.
    • Tanganyika, Haut Lomami, and the 3 Kasai provinces (Kasai, Kasai-Oriental, Kasai-Central) due to crimecivil unrestarmed conflict, and kidnapping.
    • Mai-Ndombe province due to ethnic/communal violence.

    Country Summary: Violent crime is common. This includes armed robbery, armed home invasion, and assault. Local police lack the resources to respond to serious crime in a timely and adequate manner. Assailants may pose as police or security agents. DRC law enforcement does not always inform the U.S. embassy when they arrest a U.S. citizen. They may also delay access to detained or charged U.S. citizens. DRC law enforcement has used violence and threats during interrogations.

    Demonstrations are common in many cities, and some have turned violent. Police may respond with force, resulting in deaths and arrests. Looting, assault, traffic obstruction, property damage, and other violent actions occur when police don't respond in a timely manner, or at all.

    The U.S. government cannot provide emergency consular services to U.S. citizens outside of Kinshasa due to poor infrastructure and security risks. Due to the risks in the country, minor dependents cannot accompany U.S. government employees who work in the DRC.

    Review the country information page for additional information on travel to the Democratic Republic of the Congo. 

    If you decide to travel to the Democratic Republic of the Congo:

    • Visit our website for Travel to High-Risk Areas.
    • Avoid demonstrations and crowds.
    • Use caution when walking or driving.
    • Always have a photocopy of your U.S. passport and DRC visa. Keep originals in a secure location. Carry your U.S. passport and DRC visa when crossing provincial borders or flying domestically.
    • If you are arrested or detained, ask police or prison officials to notify U.S. Embassy Kinshasa immediately.
    • Enroll in the Smart Traveler Enrollment Program (STEP) to receive Alerts from the U.S Embassy and make it easier to locate you in an emergency.
    • Review the Country Security Report for the DRC.
    • Prepare a plan for emergency situations. Review the Traveler’s Checklist. Ensure that documents and medications are easy to locate in case you need to leave on short notice.
    • Visit the CDC page for the latest Travel Health Information related to your travel and return to the United States.
    • We highly recommend that you buy insurance before you travel. Check with your travel insurance provider about evacuation assistance, medical insurance, and trip cancellation coverage.
    • Develop a communication plan with family, your employer or host organization. Specify how you'll confirm you're safe (text, calls, etc.), how often, and who you'll contact first to share the information.

    North and South Kivu Provinces – Level 4: Do Not Travel
    Active fighting is ongoing between armed groups and government military forces in the Kivu provinces; the M23 armed group is occupying major cities of Goma and Bukavu. Missiles and armed drones have been used in the conflict. The fighting has forced thousands of people from their homes which can cause instability in the province.

    Violent crime is common throughout the Kivu provinces. This includes murder, rape, kidnapping, and pillaging. Road travelers are common targets for ambush, armed robbery, and kidnapping.

    Terrorist and armed groups operate in the Kivu provinces. They have attacked military and civilian targets. This includes aid workers, businesspeople, and other NGO staff in the area.

    There is risk of terrorist violence, including terrorist attacks and other activity in North and South Kivu provinces. Visit the U.S. Department of State's country reports on terrorism to learn more.

    Demonstrations and large gatherings can occur throughout the region, especially in urban areas. Mobs can form rapidly and turn violent, posing a threat to bystanders.

    Due to the security risks, U.S. government employees working in the DRC must obtain special authorization to travel to North and South Kivu Provinces. Due to the risks, the U.S. government is unable to provide emergency services to U.S. citizens in the Kivu provinces.

    Do not travel to these areas for any reason.

    Visit our website for Travel to High-Risk Areas.

    Ituri Province – Level 4: Do Not Travel
    Violent crime continues throughout Ituri province. This includes murder, rape, kidnapping, and pillaging. Road travelers are common targets for ambush, armed robbery, and kidnapping.

    Terrorist and armed groups operate in Ituri province. They have targeted both military and civilian sites. This includes humanitarian aid workers and other NGO staff in the area.

    There is risk of terrorist violence, including terrorist attacks and other activity in Ituri province. Visit the U.S. Department of State's country reports on terrorism to learn more.

    Demonstrations and large gatherings can occur throughout these regions, especially in urban areas. Mobs can form rapidly and turn violent, posing a threat to bystanders.

    Armed groups, individuals, and military forces routinely clash with each other. Civilians are frequently targeted in attacks.

    Due to the security risks, U.S. government employees working in the DRC must obtain special authorization to travel to Ituri province. Due to the risks, the U.S. government is unable to provide emergency services to U.S. citizens in Ituri province.

    Do not travel to these areas for any reason.

    Visit our website for Travel to High-Risk Areas.

    Tanganyika, Haut Lomami, and the 3 Kasai Provinces – Level 4: Do Not Travel
    Violent crime like murder, rape, kidnapping, and robbery are common in these areas:

    • Tanganyika
    • Haut Lomami
    • Kasai provinces: Kasai Oriental, Kasai Central, and Kasai.

    Road travelers are common targets for ambush, armed robbery, and kidnapping.

    Demonstrations and large gatherings can occur throughout these regions, especially in urban areas. Mobs can form rapidly and turn violent, posing a threat to bystanders.

    Armed groups, individuals, and military forces routinely clash with each other. Civilians are frequently targeted in attacks.

    Due to the security risks, U.S. government employees working in the DRC must obtain special authorization to travel to eastern DRC Region and the 3 Kasai provinces. Due to the risks, the U.S. government is unable to provide emergency services to U.S. citizens in eastern DRC Region and the 3 Kasai provinces.

    Do not travel to these areas for any reason.

    Visit our website for Travel to High-Risk Areas.

    Mai-Ndombe Province – Level 4: Do Not Travel
    Violence in Mai-Ndombe is rising. There are also more police and military in the area, especially along the Route Nationale 17. Government security officials may limit travel for U.S. citizens when violence rises. Activity of armed groups could block passenger and freight traffic on regional routes in the province. Protests can occur without warning.

    Due to the security risks, U.S. government employees working in the DRC must obtain special authorization to travel to Mai-Ndombe province. Due to the risks, the U.S. government is unable to provide emergency services to U.S. citizens in Mai-Ndombe province.

    Do not travel to these areas for any reason.

    Visit our website for Travel to High-Risk Areas

  1. Mexico Travel Advisory - Level 2: Exercise Increased Caution

    Exercise increased caution

    in Mexico due to terrorism, crime, and kidnapping.

    • Many violent crimes take place in Mexico. They include homicide, kidnapping, carjacking, and robbery. There is a risk of terrorist violence, including terrorist attacks and other activity in Mexico. Visit the U.S. Department of State’s country reports on terrorism to learn more.  
    • The U.S. government has limited ability to help in many parts of Mexico. U.S. government employees are not allowed to travel to certain high-risk areas. 
    • Due to security risks, U.S. citizens should follow the same restrictions as U.S. government employees while traveling.  
    • Emergency services are limited or unavailable in remote or rural areas.
    • If you encounter a road checkpoint, you should comply.  Fleeing or ignoring instructions can lead to you being hurt or killed. 
    • Check the map of restricted areas.

    U.S. government employee travel restrictions (U.S. citizens are advised to follow): 

    • May not travel between cities after dark. 
    • Must rely on dispatched vehicles from regulated taxi stands or app-based services like Uber or Cabify and may not wave down taxis on the street.  
    • Should avoid traveling alone, especially in remote areas. 
    • May not drive between Mexican border cities, the U.S.-Mexico border and the interior of Mexico. There are some limited exceptions.

CISI Insurance

  • All students must register for CISI insurance prior to any university-sponsored international travel.
  • UW Madison and UW Stout students and employees must register for CISI insurance prior to beginning an international trip.
  • It is recommended to contact your campus International Education Office or Risk Management Office to enroll in CISI insurance.