Register Your Travel

All faculty, staff and students traveling internationally for University-related purposes need to register their travel with us, or, in the case of faculty and staff, submit a travel request. In doing so, the University can assist in emergency situations abroad, provide important travel resources prior to departure, coordinate evacuation and repatriation benefits, and better track the international efforts of all DU community members. For faculty and staff, submission of a Request also significantly aids in the handling of workers' compensation claims.

Failing to register travel in DU Passport or to submit a Request in Pioneer Travel and Expense before leaving the U.S. can result in the disallowance of funding or academic credit and can impact the expense reimbursement process.

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Traveler Eligibility Policies

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    Every traveler going abroad on University-related travel is subject to DU policies while traveling abroad, including the University Honor Code and the Student Rights and Responsibilities Policies.

    For complete information on these codes, please refer to the Student Rights and Responsibilities website.

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    There may be times when students have a current mutual No Contact Order and have a concern they may be participating in the same study abroad program.

    A student who has this concern should contact the Office of Student Rights & Responsibilities to discuss available options. Depending upon the time of the notification, there may or may not be options for a program change.

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    Faculty and staff are subject to Human Resources & Inclusive Community policies and procedures.

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Traveler Specific Information

  • Faculty-Led Participants

    Registration

    All faculty-led program participants are required to register their travel in DU Passport at least one week prior to departure. Faculty-led programs include all group programs whether or not led by faculty; programs include student-led, athletic and staff-led programs. Registration should take about 15-20 minutes to complete.

    NOTE: Once you have submitted your registration, you must log in to DU Passport using the general DU Passport link to make any edits or changes.

    As part of the DU Passport registration process, all participants must read and electronically sign the following forms:

    • Risks and Responsibilities Agreement*
    • Participant Responsibility Statement
    • Code of Conduct Acknowledgement

    Additionally, participants must provide emergency contact information and read and acknowledge information about additional travel resources.

    If you do not have DU login credentials, see the Group Program Participant Registration DU Passport External User Guide for more information.

    *Be advised that due to varying legal and cultural norms world-wide, some international group programs may have no option but to work with uninsured vendors, which means that the vendors may not be in a position to pay compensation for injuries caused by the vendor's negligence. Please contact risk@du.edu with any questions.

  • Experiential Learning Participants

    Registration

    All students participating in an internship, externship, practicum, conducting academic research, attending or presenting at a conference, or traveling with an unaffiliated program must register their travel in DU Passport at least one week prior to departure. Registration should take about 30-35 minutes to complete.

    NOTE: Once you have started the registration process, you must log in to DU Passport using the general DU Passport link to make any edits or changes.

    As part of the DU Passport registration process, all participants must read and electronically sign the following forms:

    • Risks and Responsibilities Agreement
    • Participant Responsibility Statement
    • Code of Conduct Acknowledgement

    Additionally, participants must note departmental or unit approval, enter detailed logistics information, provide emergency contact information, and read and acknowledge information about additional travel resources.

    See the Experiential Learning Participant DU Passport User Guide for more information.

    See the Field Experience Guidance Handout for general tips on traveling for field experiences.

    Higher-Risk Destination Approval Process

    If you're an undergraduate student who plans to travel to a location designated as 'high' travel risk or a graduate student who plans to travel to an 'extreme' travel risk location, your travel must be approved by the International Travel Committee (ITC). To view the relevant ratings, see the Higher-Risk Destination List.

    As part of that registration process, students wishing to travel to a location subject to a 'high' or 'extreme' travel risk rating must provide a statement that demonstrates the need to travel to the region, approval of the travel by an appropriate person in the department or unit, and a clear acceptance of the risk involved. Once you register your travel in DU Passport, you will receive communication through DU Passport about the status of your travel request.

    For more information about your travel destination, log into International SOS (enter membership number 11BSGC000067). Select your travel destination from the drop-down menu.

  • Faculty & Staff

    DU Request Process

    All faculty and staff traveling abroad for DU-related academic or business activities must submit a Request in Pioneer Travel and Expense at least a week prior to departure, or two months prior if planning to travel to an 'extreme' security risk rating area. Once your Pioneer Travel and Expense Request is approved, the University will provide a variety of resources including International SOS evacuation and repatriation coverage.

    Contact DU's Shared Services with any questions about the Request process at sharedservices@du.edu.

    Higher-Risk Destination Approval Process

    If you plan on traveling to a location designated as an 'extreme' travel risk, your travel must be approved by the International Travel Committee (ITC). To view the relevant ratings, see the Higher-Risk Destination List.

    As part of the registration process, faculty and staff wishing to travel to a location subject to an 'extreme' travel risk rating must provide a statement that demonstrates the need to travel to the country, approval of the travel by an appropriate person in the department or unit and a clear acceptance of the risk involved. Once you submit your Request in Concur, you will receive communication about the status of your travel request from Enterprise Risk Management.

    For information about your travel destination, log in to International SOS (enter membership number 11BSGC000067). Select your travel destination from the drop-down menu.

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Looking for information on traveling as part of a study abroad program?

Visit the Office of International Education

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