INTERNATIONAL TRAVEL
OSU has contracted with International SOS (ISOS), a leading medical & security assistance provider, to look after your health & safety while traveling internationally on OSU business.
All employees, students, and others who engage in university-related international travel are required to register their travel with the university and adhere to OSU's International Travel Policy.
NOTE: Student travelers are supported by OSU Global Opportunities (OSU GO). Student travelers and employees supporting student travel should work directly with OSU GO on registration requirements.
Please contact the Travel & Expense team with any questions regarding international travel. [email protected]
How to Register
University travelers must register their travel by submitting a “pre-trip request” in Concur. Register your travel as soon as possible, ideally at least 60 days in advance of planned travel.
To login to Concur, please visit MyOregonState where you can find all administrative applications.
Travelers without an ONID will need an employee in the department that is coordinating or sponsoring the trip to register on their behalf.
If you are a student and do not already have a Concur profile, contact [email protected] to request one. Students with an active OSU job will automatically be granted a Concur User Profile. Concur profiles are typically available within 24hrs of being requested.
Why Register?
- Registered Travelers get automatic enrollment in OSU's International Travel Insurance.
- OSU registered travelers will receive automatic membership with International SOS, a global network of doctors, security experts, and assistance coordinators who are available 24/7 to support you.
- In the event of an emergency, registration will help OSU locate you and coordinate help.
High Risk Destinations
The International Travel policy defines intermediate-risk and high-risk destinations. Travelers to these destinations have additional requirements and may require approval from a senior administrator. The Travel & Expense Office will work with the traveler to collect all required information and complete additional steps when traveling to a high-risk destination. This process will take additional time; please plan accordingly.
Intermediate Risk Requirements
- Provide full detailed itinerary
- Provide emergency contacts
- Register travel with US Department of State.
High Risk Requirements
- All Intermediate Risk Requirements
- Complete High Risk Travel Request Form
- Letter of Support from Dept Head or Supervisor
- Senior Administrator Approval
Volunteers
Volunteers traveling on University business, must complete a Conditions of Volunteer Service Form. Additional resources for Volunteers can be found on the Insurance & Risk Management Services Volunteers website.
Booking International Travel
here are a few different options for booking international airfare. However, please note the following:
- If you book through Concur or CTP, your itinerary will be automatically forwarded to ISOS.
- If you book by any other method, you must forward your itinerary to [email protected] to activate ISOS coverage services. See ISOS page for full details.
Booking options are as follows:
- Use the Concur Online Booking Tool (Employees and students only)
- Use OSU's Travel Agency Collegiate Travel Planners (CTP)
- Use your OSU credit card to purchase travel arrangements from third-party providers.
Expense Reports
After your travel is completed, you will need to submit an expense report in Concur including any OSU Credit Card charges or Out of Pocket costs, if you paid for business expenses on your own. It is recommended that you turn in one expense report for your entire trip.