Traveling on behalf of S&T

Faculty and staff employees of Missouri S&T are often required to travel internationally to fulfill work related responsibilities.  Every international trip is different, and there are many options and services available when traveling.  The following information is provided by the Office of International and Cultural Affairs to assist you as you plan and make travel choices, as well as to serve as a reminder of the preparation required for successful international travel.  

Please remember that faculty and staff should secure the necessary written approval for travel from your department chair or director before incurring any expenses related to international travel. For specific travel tips, please see the links below:  

NEW INTERNATIONAL TRAVEL REGISTRATION

International travel CRR 210.070   

Memo Approved: CRR 210.070   International Travel Memo

Interim UM President Middleton has approved the requirement that all students traveling internationally on a university-related trip should register their travel in a university approved travel registry.    The travel registries for each campus of the University of Missouri System will be managed through Terra Dotta software.   Missouri S&T travelers can directly access the travel registry at http://globalminers.mst.edu/.  

Faculty and/or staff members or non-S&T affiliated travelers who are accompanying students are also required to register their travel.   Faculty and staff members are only required to register their travel when accompanying students but may choose to register all international travel.  

The purpose of the travel registry is to provide information to travelers of resources available to them while traveling and to assist the university to quickly and easily locate university travelers during an emergency.   The importance of registering all trip participants is to assure assistance is provided to all participants and that no participants will be left behind in the case of an evacuation.

Students traveling internationally on a university-related trip are required to:

To register your travel information with the University of Missouri – please follow the steps below.  Please note – all steps must be completed at one time.  It is not possible to save a travel registration and complete it at a later time.   It will be helpful for you to have the following documents easily available in order to complete your travel registration.

  • Travel plans including dates and locations
  • Emergency contact information – name, address, email address, and one or more phone numbers for at least one person not traveling with you.
  • Accommodation information -  name, address, telephone number, and email address for all hotels or accommodations during your trip, information may be copied and pasted
  • Preferred contact method – a phone number, email address, Skype account, or other manner where you may be contacted while traveling
  • Flight itinerary – electronic copy of flight itinerary which will be uploaded into registry
  • Passport copy - electronic copy of your passport which will be uploaded into registry
  • Proof of purchase of travel health insurance from GeoBlue

 To complete a travel registration:

  • Go to http://globalminers.mst.edu/.    Click on Login/Register and sign in using your Missouri S&T SSO (user id and password).
  • Select Register Your Travel
  • Select the appropriate Register Now button – under the section for student traveling internationally.
  • Verify your name and email address are correct.
  • In the current itinerary section – list information for each location where you will be staying during your trip.   It is not necessary to list locations during travel that are listed on your flight or other transportation itinerary.
    • Enter the beginning and ending dates for a location
    • Select the location from the drop down list or use the Find Location field
    • Click Add to Itinerary
    • Repeat for each location during your trip
  • Answer questions 1-13, when appropriate uploading a copy of your flight itinerary, passport, and proof of health insurance from GeoBlue.
  • After reading the Assumption of Risk and Release Form for Students, mark “I agree”
  • Click Update to submit your travel registration
  • Payment of the international travel registration fee of $30 – Payment may be made in the Office of International and Cultural Affairs in 104 Norwood Hall by credit card, cash, or MO Code and PS Account Code.   Please contact extension 6015 or globalminers@mst.edu for assistance or questions.

 

Students traveling internationally on a university-related trip are required to:

Groups may provide travel information to the Office of International and Cultural Affairs electronically by completing a Student Roster form.    In addition to completing the Student Roster form, the group must provide the following information.  

  • Complete trip agenda including
    • Dates of travel and flight itineraries for all participants
    • Program location(s) and contact information for each location
    • Trip agenda
    • Accommodation details – name, address, address, phone number and dates of stay
    • Passport copy for each participant

Participants will be registered for travel and enrolled in the mandatory travel health insurance as a group by the Office of International and Cultural Affairs.    Each participant will be required to complete the following paper forms during an in-person pre-departure orientation.

  • Audio Visual Release Form
  • Emergency Contact Information Form
  • Assumption of Risk, Limits of University Responsibility and Release of Claims Form

The cost of travel health insurance and travel registration will be billed to the group by the Office of International and Cultural Affairs.    The group leader must coordinate payment with the Office of International and Cultural Affairs prior to the group’s departure.

The group leader is also responsible for confirming each participant has completed the U.S. Department of State STEP enrollment.

Faculty or staff members traveling internationally with Missouri S&T students are required to register your travel plans.    Faculty or staff members traveling internationally but who are not traveling with students may choose to voluntarily register travel.

  • The University of Missouri provides travel insurance for faculty members and staff members who travel on university business.   Information about this coverage is available online.
  • Optional - Purchase travel health insurance through GeoBlue.   Instructions for purchasing the insurance is available online in the GeoBlue Student Member Guide.   Insurance may be purchased online.   The cost is $34.60 for a 30 day period.  NOTE – Purchase of this insurance is required for all students traveling internationally on a Missouri S&T related trip.    Purchase of this insurance is optional for faculty or staff members traveling independently.   It is recommended that faculty or staff members traveling with one or more students purchase the insurance so that all participants have the same coverage.
  • Register travel information with the U.S. Department of State’s Smart Traveler Enrollment Program (STEP)
  • Register travel information with the University of Missouri at http://globalminers.mst.edu/.  Step by step instructions are provided below.  Travel registration cost is $30 for one year per person.  

To register your travel information with the University of Missouri – please follow the steps below.   Each traveler must complete their own travel registration.  Please note – all steps must be completed at one time.  It is not possible to save a travel registration and complete it at a later time.   It will be helpful for you to have the following documents easily available in order to complete your travel registration.

  • Travel plans including dates and locations
  • Emergency contact information – name, address, email address, and one or more phone numbers for at least one person not traveling with you.
  • Accommodation information -  name, address, telephone number, and email address for all hotels or accommodations during your trip, information may be copy and pasted
  • Preferred contact method – a phone number, email address, Skype account, or other manner where you may be contacted while traveling
  • Flight itinerary – electronic copy of flight itinerary which will be uploaded into registry
  • Passport copy - electronic copy of your passport which will be uploaded into registry
  • Proof of purchase of travel health insurance from GeoBlue (optional)

 To complete a travel registration:

  • Go to http://globalminers.mst.edu/.    Click on Login/Register and sign in using your Missouri S&T SSO (user id and password).
  • Select Register Your Travel
  • Select the appropriate Register Now button – under the section for faculty or staff member traveling internationally.
  • Verify your name and email address is correct.
  • In the current itinerary section – list information for each location where you will be staying during your trip.   It is not necessary to list locations during travel that are listed on your flight or other transportation itinerary.
    1. Enter the beginning and ending dates for a location
    2. Select the location from the drop down list or use the Find Location field
    3. Click Add to Itinerary
    4. Repeat for each location during your trip
  • Answer questions 1-13, when appropriate uploading a copy of your flight itinerary, passport, and proof of health insurance from GeoBlue (optional).
  • After reading the Assumption of Risk and Release Form for Faculty/Staff, mark “I agree”
  • Click Update to submit your travel registration
  • Payment of international travel registration fee of $30 – Payment may be made in the Office of International and Cultural Affairs in 104 Norwood Hall by credit card, cash, or MO Code and PS Account Code.   Please contact extension 6015 or globalminers@mst.edu for assistance or questions.

 

Non-S&T Affiliated Travelers Accompanying Students

Trip participants which are not employees of Missouri S&T but who will be participating in a Missouri S&T related trip are required to:

To register your travel information with the University of Missouri – please follow the steps below.   Each traveler must complete their own travel registration.  Please note – all steps must be completed at one time.  It is not possible to save a travel registration and complete it at a later time.   It will be helpful for you to have the following documents easily available in order to complete your travel registration.

  • Travel plans including dates and locations
  • Emergency contact information – name, address, email address, and one or more phone numbers for at least one person not traveling with you.
  • Accommodation information -  name, address, telephone number, and email address for all hotels or accommodations during your trip, information may be copy and pasted
  • Preferred contact method – a phone number, email address, Skype account, or other manner where you may be contacted while traveling
  • Flight itinerary – electronic copy of flight itinerary which will be uploaded into registry
  • Passport copy - electronic copy of your passport which will be uploaded into registry

 

To complete a travel registration:

  1. Go to http://globalminers.mst.edu/.    Click on NON-Missouri S&T Login /Register.   On the next screen, select New User Registration.
  2. On the next page select I do not have login credentials to this site and click Submit. 
  3. Select I am registered at a US institution.
  4. Complete the New User Form to create an account.    Please select Missouri University of Science and Technology from the drop down list.
  5. Once you have created a user id and selected a password, select Register Your Travel
  6. Select the appropriate Register Now button – under the section for noon-S&T affiliated traveler.
  7. Verify your information is correct.
  8. In the current itinerary section – list information for each location where you will be staying during your trip.   It is not necessary to list locations during travel that are listed on your flight or other transportation itinerary.
  9. Enter the beginning and ending dates for a location
  10. Select the location from the drop-down list or use the Find Location field
  11. Click Add to Itinerary
  12. Repeat for each location during your trip
  13. Answer questions 1-9, when appropriate uploading a copy of your flight itinerary, and passport.
  14. After reading the Assumption of Risk and Release Form for Non-S&T Person Traveling with an S&T Group, mark “I agree”
  15. Click Update to submit your travel registration
  16. Payment of international travel registration fee of $30 – Payment may be made in the Office of International and Cultural Affairs in 104 Norwood Hall by credit card, cash, or MO Code and PS Account Code.   Please contact extension 6015 or globalminers@mst.edu for assistance or questions.

A valid passport is required for anyone traveling outside of the United States. In addition, many foreign countries require U.S. citizens to obtain a visa for entry, and the rules can vary widely. Please make sure to obtain the documentation necessary well in advance of any international travel, and comply with all of the regulations set by the country to which you are traveling. Many of the requirements for travel are discussed in detail on this page. In most instances, the information provided applies specifically to U.S. citizens. Faculty members who are citizens of other nations should also check the rules and regulations of the host country regarding the appropriate documentation for your visit. Generally this information can be found on the embassy’s website, however, you may want to contact your home country’s embassy in the United States for additional information.

In order to obtain certain travel documents, such as a newly issued passport or visa, you will be required to provide photos which meet specific requirements for size, background, etc. The Miner Card ID office, Room 106 Centennial Hall, can process passport photos for $10. Office hours are Monday through Friday, 8:30 a.m.-4:00 p.m. Walgreens pharmacies also offer a passport photo service.

The U.S. Department of State website, has information on how to apply for a first time passport, how to add pages to your current passport and how to renew your expired passport.

To apply for a new passport, you are required to appear in person at an authorized passport acceptance facility.  This requirement applies if: 

  • you are requesting a passport for first time,
  • you need to replace a lost or stolen passport,
  • your name has changed, or
  • your passport has been expired for more than 15 years.

Go to the Department of State website noted above and complete the on-line form DS-11.  Take this form and any required documents to the Phelps County Clerk at the Phelps County Courthouse, 200 N. Main St., Suite 101, Rolla, MO 65401.  You will need to bring the completed form, passport photos, proof of citizenship (such as a birth certificate or naturalization papers), a photo ID, and proof of any legal name changes with you when applying.  All fees must be paid by cash, check or money order; debit and credit cards are not accepted.  More information is available on the Phelps County Clerk’s website.  

If you have an existing passport that needs to be renewed, you may do so by mail.  Go to the Department of State website to complete form DS-82.  You will need to mail the completed form, along with your most recent passport, a passport photo and the required fees to the address listed on the form.  It is strongly recommended that you use a traceable delivery method, such as Priority or Express mail.  Normal processing times are 4-6 weeks; however, there is an expedited service available for an additional fee.  In general, you should always maintain at least 6 months validity on your passport when traveling outside the U.S. 

We recommend that you make two copies of your passport identification page.  One should be left with a friend or relative in the United States, and the other should be carried with you in a separate place from your actual passport.  This can facilitate the replacement of your passport if it is lost or stolen.

Some countries require U.S. citizens to obtain an entry Visa.  These visas are issued by the embassy of the country you wish to visit.  In certain cases, you must obtain this visa well in advance of your travel, while other countries allow you to obtain the visa at the airport upon arrival.  The U.S. Department of State website, has information on visa requirements for Americans traveling abroad that will help you to determine if you need to obtain a visa in advance.  This website is also a good source for cultural facts and background information on the country you are visiting, and provides information regarding any current travel warnings issued by the U.S. government.  In order to view this information: 

  • Go to the Americans Traveling Abroad website
  • Click on Country Specific Information.
  • Select the country you plan to visit.
  • Select Entry/Exit Requirements.  This section will provide the visa and passport requirements for the specific country.

Typically your passport must have 6 months validity remaining upon your expected return to the U.S. in order to obtain a visa.  Most countries require two adjacent empty pages in your passport. Frequently it takes 2-4 weeks to process a visa, but it may take longer depending on the country.  Therefore, it is important to begin this process well in advance. 

Some countries also require that you have a sponsor and/or a letter of invitation from a person or institution in that country in order to obtain a visa.  In addition, these countries may require that Missouri S&T submit an official request for the visa that acknowledges responsibility for you during your visit.  Typically you must secure this document before applying for the visa.  Our office can assist you in obtaining these documents.

The Office of International and Cultural Affairs recommends using a reputable visa expediting service that is based in the United States to process your visa requests.  Faculty and staff at Missouri S&T have successfully used several different companies for this purpose.  Currently our office is using A-Briggs Passport and Visa Expeditors to handle visa requests.  A-Briggs offers many visa applications online that can be processed electronically for faster turnaround.  This is not the only reputable service provider from which you can choose, but we have had reliable service from them in the past.  Be sure to follow any instructions that they provide carefully to ensure your application is handled properly.

When traveling internationally, individuals and academic departments are able to purchase tickets, reserve hotel rooms, and make any other travel arrangements through the booking agency or airline of their choice.  The least expensive option is often to use an online company to purchase your airline ticket.  However, it is important to know that if your flight is delayed or cancelled, these companies may not provide personalized, 24 hour support to you for rebooking your tickets.   

If you would like to use a local agent, many individuals have recommended Kim Morgan at Trips and More Travel Agency, 573-341-3300.   

The Office of International and Cultutal Affairs is currently using GWINS Corporate Travel Services which provides 24 hour assistance for travelers. To check airline rates with GWINS, our current contact is Barb Hustedt, who can be reached either through the company’s corporate line at 314-822-1958 or through the toll free international number at 1-800-889-5951. 

Keep in mind that the university does not require you to use any particular travel agent, so it is up to you to determine the proper balance between cost and convenience.

Health and safety should always be a primary concern when travelling abroad. In some cases, it is necessary to plan in advance to ensure that you are prepared for your trip. The Centers for Disease Control and Prevention has a Travelers’ Health website with up to date information regarding current travel health warnings and a database with recommendations for vaccinations and/or medications for each country. Visit their site and click on “destinations” to choose the country to which you are travelling.  You will be directed to a country specific overview of health information for travelers to that country.   

Please see your health care provider to update vaccinations or to obtain a prescription for antimalarial or other medications you may need. Another option is to visit a clinic that specializes in travel related services, such as Travel Connections in Columbia, or Passport Health in St. Louis. These clinics can provide travel related vaccinations and medications. Keep in mind that in some cases, it may take time for the vaccine to take effect, so it is important to plan in advance. 

For more comprehensive health and safety information, please see the OSAC Travel Security Form

Faculty/Staff traveling internationally have three coverage/assistance possibilities. Namely, the following options are available:

AIG/World Risk insurance - University-provided insurance

The University offers AIG/World Risk insurance at no cost to all University of Missouri employees. This coverage provides emergency travel insurance/assistance, including coverage for medical evacuation and repatriation of remains. To utilize this coverage, download and print the insurance card to carry it with you while abroad. For page for complete information about insurance provided by the university, please see University of Missouri Risk Management web.

GeoBlue- Recommended but optional for faculty/staff

This insurance is mandatory for students traveling abroad, but faculty and staff may also enroll in the GeoBlue. This policy offers fully comprehensive health insurance coverage while traveling abroad. This coverage would be primary over your regular health insurance policy.

The cost is $34.60 per 30 day period.  Any days over 30 will require you to purchase additional months. This is not required and if you choose to enroll, please use the directions located on the GeoBlue website.

United Healthcare Global - University provided traveler assistance services for medical and security-related assistance

The Curators of the University of Missouri have partnered with United Healthcare Global (formerly MEDEX) to provide 24/7 travel, medical, and security-related assistance to faculty, staff, and students while traveling more than 100 miles away from home or outside of their home country. Please note this is NOT medical insurance. More information, including a list of benefits and instructions for registration, can be found HERE

The Office of International and Cultural Affairs employs an insurance specialist who can provide you with a WorldRisk insurance card to carry with you while you travel. Please e-mail IAInsure@mst.edu or call extension 6875 for more information.

Students traveling internationally have two coverage/assistance possibilities. Namely, the following options are available:

GeoBlue - Required for students

This insurance is mandatory for students traveling abroad. Students may also enroll in GeoBlue. This policy offers fully comprehensive health insurance coverage while traveling abroad. This coverage would be primary over your regular health insurance policy.

The cost is $34.60 per 30 day period. Any days over 30 will require you to purchase additional months. This coverage is required for all students traveling on behalf of the university. To enroll, please use the directions located on the https://members.geobluestudents.com  website GeoBlue Guide

United Healthcare Global - University provided traveler assistance services for medical and security-related assistance

The Curators of the University of Missouri have partnered with United Healthcare Global (formerly MEDEX) to provide 24/7 travel, medical, and security-related assistance to faculty, staff, and students while traveling more than 100 miles away from home or outside of their home country. Please note this is NOT medical insurance. More information, including a list of services and a link to print the ID card can be found ‌HERE. Additional information is available at the United Healthcare Global website

The Office of International and Cultural Affairs employs an insurance specialist who can assist you with your travel insurance needs. Please e-mail IAInsure@mst.edu or call extension 6875 for more information.

Before traveling internationally, it is recommended that you contact the bank that issues any of the credit or debit cards that you plan to carry in order to inform them that you will be traveling abroad.  For security reasons, many card issuers will block access to your card if they notice charges from a foreign country, and informing them in advance will help to ensure that you have continuous access to your account during your travels. Keeping a list of customer service numbers with you in case a card is lost or stolen is also a good idea.

If you plan to bring your cell phone with you while you travel, be sure to check with your carrier about international calling plans.  The university will not reimburse you for personal calls that you make from overseas, and international calling rates can vary considerably.  Our office recommends that you register for a free Skype account for free calls to another computer over the internet. 

Missouri S&T requires registration with the Department of State’s Smart Traveler Enrollment Program (STEP), while traveling on university official business, so that they can better assist you in an emergency. You may register yourself or contact our office for assistance. The university does not recommend that faculty and staff travel to countries deemed dangerous or unstable. The Department of State issues a travel warning when the government recommends that Americans avoid or carefully consider the risk of travel to a particular country.  A warning is also issued when the U.S. Government’s ability to assist American citizens is constrained due to the closure of an embassy or consulate.  

Finally, Missouri S&T’s accounting office provides information regarding expense reimbursement and other policies related to travel expenses. In addition, the University of Missouri System has their policies regarding travel expenses available here.  Because these policies may change, we recommend go to these websites to review the information provided before embarking on your trip.  

If you have any additional questions or need assistance with your international travel plans, please contact the Office of International and Cultural Affairs at 573-341-6328 or visit us at 103 Norwood Hall. We would be glad to assist you in any way that we can.