Travel Responsibilities

Travel information is automatically downloaded from the travel system for faculty/staff arranging travel via Direct Travel or the Concur Online Booking Tool. No further action is needed.

International travel must be registered via the International Travel Registration Form. This form provides the information needed to locate you and deliver resources to you in the event of an international emergency. Travelers are encouraged to provide as much information as possible. The more information you provide, the better we’ll be able to help you if and when needed. Please direct your completed forms and questions about the travel registration process to Matt Spaventa (spaventa@finance.rutgers.edu; 848-932-3008). Registration is not required for personal or domestic travel.

Before any faculty/staff or students travel internationally for a university-associated matter, they must first register their trip on the international travel registration site.

Faculty/staff: Travel information is automatically downloaded from the travel system for faculty/staff arranging travel via Direct Travel or the Concur Online Booking Tool. No further action is needed.

Students and non-faculty/staff: International travel must be registered via the International Travel Registration Form. This form provides the information needed to locate you and deliver resources to you in the event of an international emergency. Travelers are encouraged to provide as much information as possible. The more information you provide, the better we’ll be able to help you if and when needed. Please direct your completed forms and questions about the travel registration process to Matt Spaventa (spaventa@finance.rutgers.edu; 848-932-3008). Registration is not required for personal or domestic travel.

• International Travel | University Finance and Administration (rutgers.edu)
• Rutgers Global

Please make sure to review Employee Travel Responsibilities prior to booking.

Accessing medical and emergency assistance when traveling abroad can be difficult and expensive. For this reason, Risk Management recommends that all faculty and staff obtain international medical insurance.

All students traveling internationally are REQUIRED to enroll in the the International Medical Insurance and Emergency Assistance program.

Faculty/staff: Enrollment in the International Medical Insurance and International Emergency Assistance is automatic if faculty/staff are arranging travel via Direct Travel or the Concur Online Booking Tool. Faculty/staff booking travel outside of the university travel systems must complete and submit the International Travel Registration Form to be enrolled in the coverages.

Students: Complete and submit the International Travel Registration Form and remit the associated trip premium to enroll in the International Medical Insurance and Emergency Assistance program. Completed forms, payments, and any questions should be directed to Matt Spaventa (spaventa@finance.rutgers.edu; 848-932-3008). All international emergency medical services, including medical access abroad, will be provided through On Call International, affording a single point of contact for all health and safety issues.

The International Medical Insurance Program

• covers injury or illness up to $250,000; 

• has a $0 deductible for each injury or illness claimed; and 

• allows for a cashless transaction if an approved provider is used; but 

• does not cover nonessential services (e.g., dental cleaning, acne treatments, check-ups, etc.). 

Dependents are eligible for coverage at an additional charge. Please provide Risk Management with your enrollment roster at least two weeks before your departure. 

Print a copy of your ID card and benefits summary and carry it with you when abroad. Use your ID card to access the On Call international website/services abroad when/if necessary.   

Please contact us with any questions about enrollment.  

On Call International Emergency Assistance

On Call International provides enrolled university travelers with international emergency security and travel assistance. Enrollment is automatic for faculty/staff arranging trips via Direct Travel or the Concur Online Booking Tool. Students will be enrolled through their international study program administrators.

On Call International can be reached at 1-800-850-4556 for traveler assistance. 

It is the Business Unit's responsibility to ensure that employees traveling on behalf of the University are aware of and will abide by the Travel, Travel Incidentals and Meal Expense Policy 40.4.1.

The business units should:

• ensure compliance with the University travel policies;
• exercise prudent judgment in approving travel-related expenses;
• ensure that any travel expenses incurred are:
  • directly work-related and
  • obtained by the most economical means

Employees traveling on University business are responsible for:

• being familiar with and complying with the University travel policies
• securing prior authorization for travel
• verifying that all travel arrangements are confirmed prior to departure
• selecting travel options that are the most economical to the University
• spending the University's funds prudently
• ensuring that expenses are reasonable, appropriately documented, properly authorized and within the guidelines of the Travel, Travel Incidentals and Meal Expense Policy 40.4.1
• exercising the same care in incurring expenses and accomplishing the purposes of the travel that a prudent individual would exercise if traveling on personal business
• paying any excess costs and any additional expenses incurred for personal preference or convenience (luxury accommodations, etc.)
• ensuring that expense reports are prepared and submitted in a timely manner, with appropriate receipts and required documentation

All University travel requires pre-trip approval. An employee cannot approve his or her own travel.

The authorized approver:

• should have authorization over the account being charged
• cannot be the individual seeking reimbursement
• should be the traveler's direct supervisor, if possible
• should not be asked to approve the travel or entertainment expenses for an individual to whom they report
• can only approve those expense reports within their authority

The authorized approver must verify that expenses and expense reports meet the following criteria:

• Travel and entertainment expenses are incurred while conducting University business
• The expenses are necessary and consistent with University policies and the Travel, Travel Incidentals and Meal Expense Policy 40.4.1
• The information contained on the expense report and in the attached documentation is accurate

Expenses meet any and all sponsor guidelines, if applicable, and are charged to the proper account(s).