Faculty/Staff Protocols

Protocol for Travel Abroad with Students (excluding Spring Term Abroad)

Faculty, staff, or student groups who organize trips abroad with students (other than W&L Spring Term Abroad courses) should complete the following protocol for all such trips:

  1. Complete the Travel Registry for yourself and have each student register.   Before you begin, please note that you will need the following:
    • a scanned copy of your passport 
    • your passport information, and
    • your travel information
  2. Coordinate with Cindy Irby to register your group for University Global Medical and Other Foreign Travel Coverage, which provides comprehensive coverage for illness, injury, political unrest, and natural disaster, including evacuation and repatriation. 
  3. Do you require a visa? Check with the consulate of the country(ies) to which you will be traveling.
  4. Check State Department travel advisories and CDC health advisories for the country or countries to which you are traveling. Look for general travel advice on the same website.
  5. Register online with the Department of State's Smart Traveler Enrollment Program before you leave the country and register with the American Embassy upon arrival.
  6. Prepare an emergency communications plan.
  7. If traveling to a remote area without accessible medical care, contact the Director of the Student Health Center (Dr. Jane Horton) or the Director of Student Activities and Outdoor Education (James Dick) to arrange for a first aid kit or other first aid resources.
  8. Contact the Office of General Counsel with as much advance notice as possible prior to departure to confirm whether any aspect of the planned trip (what faculty or students plan to take - especially devices with encryption and GPS technology, countries to be visited, planned activities, and professional collaborations with foreign scholars) will trigger a license requirement or other obligations under federal export controls obligations. These are much broader than they sound - -please call before you go to avoid unexpected problems during your travels. (W&L's export guidelines: go.wlu.edu/OGC/ExportGuidelines) (Export Controls Q&A for illustration of how and when regulations might apply) .
  9. You may want to consider buying trip insurance to cover trip cancellation or interruption, lost baggage and non-medical emergency evacuation. Currently the University does not reimburse faculty for the cost of such trip insurance.
  10. If a crime is reported to you at a site the University has leased/contracted for housing or classes during the program, please advise the Director of Public Safety (ekipnes@wlu.edu) or review and follow the guidance on Campus Security Act crime reporting at the Campus Safety and Crime Reporting webpage
  11.  Accompanying Family Members: Participation in a W&L academic course or other University-sponsored activity which includes travel abroad is generally restricted to W&L students, faculty, or such members of the W&L community as staff, spouses, retired faculty, or others as may receive permission to participate through the Provost. Faculty leaders of overseas programs may request consideration for the inclusion of non-W&L participants on a case-by-case basis. In the event of family members accompanying a program director abroad, it is expected that the distinction between personal and professional responsibilities will be maintained and that participation in any aspect of the program by these family members will not interfere with its smooth academic or logistical functioning. For spring term abroad programs, it should be noted on the initial course proposal if there will be accompanying family members. It is highly recommended that accompanying family members who are not employed by W&L be enrolled in the University's global medical and other contingencies policy, available for purchase by the employee. Contact the appropriate individual identified above in paragraph three of this section.
  12. Contact your credit card issuers before you travel to give them your destination(s), so that there will be less of a chance that legitimate charges will be declined. Make copies of both sides of your credit cards and carry one in your carry-on baggage. Leave a copy with a non-traveling member of your family or with your department.
  13. If you plan to be living abroad for six months (cumulative) during a year, check the relevant tax treaty for your destination. You may need to file in both the U.S. and the destination country, even though you may only have to pay taxes in one country, and even if you are only being paid by a United States employer. Please visit the IRS website for information on U.S. Income Tax Treaties and Tax for U.S. Citizens and Residents Going Abroad.

Protocol for Travel Abroad on University Business NOT Involving Students

1. Complete the Travel Registry to include emergency contact information.  Before you begin, please note that you will need the following:

  • a scanned copy of your passport
  • your passport information, and
  • your travel information

2. Register for University Global Medical and Other Foreign Travel Coverage, which provides comprehensive coverage for illness, injury, political unrest, and natural disaster, including evacuation and repatriation. Register with the appropriate contact person listed below

College:  Erika Barajas, ebarajas@wlu.edu, ext. 8746

Law School: Terri Byrnes, byrnest@wlu.edu, ext. 8572

Williams School: Leslie Frederick, lfrederick@wlu.edu, ext. 8618

Other: Lori Oliver, loliver@wlu.edu, ext. 8121

Enrollment is simple, and all you will need to provide is the following information for each trip you take:

  • Name
  • Identify as either Enrollee or DependentFaculty - Yes or No
  • Gender
  • Birthdate
  • Dates of Trip
  • Program or class name
  • Destination

3. Do you require a visa? Check with the Consulate of the Country(ies) to which you will be traveling.

4. Check State Department travel advisories and CDC health advisories for the country or countries that you are traveling to. Look for general travel advice on the same website.

5. Register on line with the Department of State's Smart Traveler Enrollment Program before you leave the country and register with the American Embassy upon arrival.

6. Contact the Office of General Counsel with as much advance notice as possible prior to departure to confirm whether any aspect of the planned trip (what faculty plan to take - especially devices with encryption and GPS technology, countries to be visited, planned activities, and professional collaborations with foreign scholars) will trigger a license requirement or other obligations under federal export controls obligations. These are much broader than they sound - -please call before you go to avoid unexpected problems during your travels. (W&L's export guidelines) (Export Controls Q&A for illustration of how and when regulations might apply)

7. You may want to consider buying trip insurance to cover trip cancellation or interruption, lost baggage and non-medical emergency evacuation. Currently the university does not reimburse faculty for the cost of such trip insurance

8. Contact your credit card issuers before you travel to give them your destination(s), so that there will be less of a chance that legitimate charges will be declined. Make copies of both sides of your credit cards and carry one in your carry-on baggage. Leave a copy with a non-traveling member of your family or with your department.

9. If you plan to be living abroad for six months (cumulative) during a year, check the relevant tax treaty for your destination. You may need to file in both the U.S. and the destination country, even though you may only have to pay taxes in one country, and even if you are only being paid by a United States employer. Please visit the IRS website for information on U.S. Income Tax Treaties and Tax Highlights for U.S. Citizens and Residents Going Abroad.

10. Accompanying Family Members: Participation in University-sponsored activity which includes travel abroad is generally restricted to W&L students, faculty, or such members of the W&L community as staff, spouses, retired faculty, or others as may receive permission to participate through the Provost. Faculty leaders of overseas programs may request consideration for the inclusion of non-W&L participants on a case-by-case basis. It is highly recommended that accompanying family members who are not employed by W&L be enrolled in the University's global medical and other contingencies policy, available for purchase by the employee. Contact the appropriate individual identified above in paragraph two of this section.

Recommendations for Faculty or Staff Traveling Abroad Not on University Business

1. Do you require a visa? Check with the consulate of the country(ies) to which you will be traveling.

2. You may want to consider buying trip insurance to cover trip cancellation or interruption, lost baggage and non-medical emergency evacuation. Currently the university does not reimburse faculty for the cost of such trip insurance.

3. Check the Department of State's website for travel warnings for the country or countries that you are traveling to. Look for general travel advice on the same website.

4. Register online with the Department of State's Smart Traveler Enrollment Program before you leave the country and register with the American Embassy upon arrival.

5. Leave a copy of your passport information page, along with itinerary and contact details with your department (or Dean's/Provost's Office for summer travel) or with the Center for International Education.

6. Contact your credit card issuers before you travel to give them your destination(s), so that there will be less of a chance that legitimate charges will be declined. Make copies of both sides of your credit cards and carry one in your carry-on baggage. Leave a copy with a non-traveling member of your family or with your department.

7. If you plan to be living abroad for six months (cumulative) during a year, check the relevant tax treaty for your destination. You may need to file in both the U.S. and the destination country, even though you may only have to pay taxes in one country, and even if you are only being paid by a United States employer. Please visit the IRS website for information on U.S. Income Tax Treaties and Tax Highlights for U.S. Citizens and Residents Going Abroad.

8.  If you are enrolled in the University’s health insurance plan through Aetna, you should call Member Services at 1-877-272-3862 BEFORE TRAVELING to let them know you are traveling and to what country.  They can provide information on how to use your health insurance benefit abroad.  They can also provider a list of “in-network” providers that may exist in other countries.  You may find having a list in advance helpful in case of emergency.  And, you should request an international travel reimbursement claim form to have on hand in case you need it (see below). 

 Aetna participants who travel out of the country are covered for emergency or urgent care only. Urgent care is defined as “Conditions or services that are non-preventive or non-routine, and needed in order to prevent the serious deterioration of a member’s health following an unforeseen illness, injury or condition.” 

 Aetna cannot make payments directly to out-of-country service providers.  You will be responsible for paying the provider at the time services are rendered. You will then submit the claim to Aetna for consideration. Reimbursement is based on eligibility at the time of service and the benefit provisions of our plan.

The following information is required to process claims: 

  • Medical documentation describing the medical condition and treatment
  • An itemized bill for claim processing
  • Proof of payment

National Medical Excellence (NME) coordinates care when an Aetna member develops an urgent or acute illness when traveling outside of the United States. Overseas members with acute illness can call NME at 1-877-212-8811, after hours use 1-215-775-6445.  Coordination of some or all of the following may apply:


• Assessment of the urgent or acute care facility’s appropriateness for the required care,
• Transfer of the member to a more appropriate acute care facility for stabilization,
• Transfer of the member back to the United States,
• Transfer of the member back home.