For Faculty & Staff

1. Passport
   • International travel requires the use of a passport, which must be valid six months after the scheduled date of return. You must (and inform students that they must) carry copies while traveling.
      
2. Visa
   • You must determine whether a visa is required for the country/duration of your intended travel, and obtain that visa if necessary. You also must consider any issues pertaining to cost and timetable.
      
3. Documentation Copies
   • Make multiple copies of your travel documents. Keep one copy in a separate bag from the original and leave one copy with a responsible party.

A passport is an identification document issued by a government that gives a citizen official permission to travel in and out of their home country. A visa is a document issued by a government to visitors from other countries, providing them with legal entry into the issuing country. For information on obtaining a U.S. passport, an international visa, and country-specific international travel information, visit the Bureau of Consular Affairs site, part of the U.S. Department of State.

1. BMC Travel Registry
   • You are required to register your travel through the BMC Travel Registry. The registry includes emergency contact information and is necessary for safe travel.
   • Please see the BMC Travel Registry User Guide for assistance. If you have further questions, please reach out to Jane Shaw: jshaw@brynmawr.edu
   • BMC Travel Registry includes BMC Travel Agreement (for all travelers) and STEP Enrollment (for U.S. citizens).

1. Passport
   • Check to make sure students have a valid passport before travel.
   • Inform students that they must carry their passports with them while traveling.
      
2. Visa
   • Instruct students to obtain their visa according to requirements for the country/duration of your intended travel.
   • Inform students of the cost and timetable required to obtain a visa.
      
3. Documentation Copies
   • Instruct students to m​​​​​ake multiple copies of their travel documents. Keep one copy in a separate bag from the original and leave one copy with a responsible party.
      
4. BMC Travel Registry
   • Inform students that they must register their travel through the BMC Travel Registry.
   • Obtain a printout of the travel registry information from the coordinating office. You must keep this with you at all times during travel.
   • BMC Travel Registry includes BMC Travel Agreement (for all travelers) and STEP Enrollment (for U.S. citizens).
      
5. International Students
   • If there are any F-1 students, non-U.S. citizens, or permanent residents traveling, you must instruct them to contact International Student and Scholar Services for guidance regarding travel outside of the U.S. and to discuss necessary paperwork for travel and return.
      
6. GSAS Student Travelers
   • If any of your student travelers are GSAS students, please direct them to complete the GSAS International Travel Registry Planning Form.

1. Business Travel Insurance
   • You are required to complete the International Business Travel Insurance Enrollment Form.
   • Submit the form to the Treasurer's Office.
      
2. College Insurance Card
   • Download and print the College's Current Insurance Card (login required).

1. Medical Consultation & Vaccination
   • Contact Sue Mason, Lead Nurse at the Health Center (sfitzgeral@brynmawr.edu) to set up a consultation with Penn Travel Medicine.
   • Complete any vaccination and medical steps as directed.
      
2. Prescriptions & Medicines
   • Identify and procure prescription and over-the-counter medications that you will need while traveling, including contingency for unexpected delays.
      
3. Identify Medical Facilities
   • Locate and identify medical facilities located in your destination area(s). Understand how to contact medical facilities in an emergency.

1. Emergency Preparedness Plan
   • International travel requires an emergency preparedness plan. Such a plan should be developed and customized based on the nature of the travel itself (i.e., whether leading a group of student or traveling solo, etc.).
   • Review our Emergency Preparedness Plan Considerations.
   • Create an Emergency Preparedness Plan using Bryn Mawr's Emergency Preparedness Planning Template.
      
2. BMC Emergency Card
   • Print your BMC Emergency Card using this Emergency Card Template.
      
3. Travel Cancellation Insurance
   • Consider signing up for travel cancellation insurance. Here are some options recommended by our BMC affiliated services.
      
4. Chubb Travel Assistance Portal
   • Register for the Chubb Travel Assistance Portal to receive alerts if/when the insurance company becomes aware of regional concerns during your travel.

1. Medical Consultation & Vaccination
   • Contact Sue Mason, Lead Nurse at the Health Center (sfitzgeral@brynmawr.edu) to set up a consultation for your students with Penn Travel Medicine.
   • Students must complete any vaccination and medical steps as directed.
      
2. Prescriptions and Medications
   • Instruct students to identify and procure prescription and over-the-counter medications they will need while traveling, including contingency for unexpected delays.
      
3. BMC Emergency Card
   • Instruct students to print their BMC Emergency Card using this Emergency Card Template.
      
4. Travel Cancellation Insurance
   • Instruct students to consider signing up for travel cancellation insurance. Here are some options recommended by our BMC affiliated services.
      
5. Chubb Travel Assistance Portal
   • Instruct students to register for the Chubb Travel Assistance Portal to receive alerts if/when the insurance company becomes aware of regional concerns during your travel.
      
6. First Aid Kits
   • Purchase or assemble two (2) first aid kits - one to stay in accommodations and one to travel with the group at all times.
      
7. Health Resources & Accommodations
   • Encourage students to connect with their physical and mental health care providers to develop a care plan while abroad.
   • If a student discloses any health concerns relevant to travel, consult with the appropriate College administrators to determine possible resources and accommodations for that student.

1. Faculty Travel Pool
   • Determine if your travel is eligible for funding from the Provost's Faculty Travel Pool.
   • Make sure your travel complies with the College's Travel Expense Policy.
   • If so, complete the Faculty Travel Pool Submission Form.
      
2. Travel Discounts
   • Check Finance & Administration for Travel Discounts.
      
3. Reimbursement Information
   • Review and understand the College's Expense & Reimbursement Policy and Payment & Reimbursement Guidelines.
   • Review and understand the College's Standard Mileage Reimbursement Rate.
      
4. Getting Reimbursed
   • Please use the After Travel Reimbursement Form

1. Pre-Departure Orientation
   • Hold an orientation session for students in advance of your trip using this Orientation Outline Template.
   • If you need help planning this orientation, please contact Tracy Weber, Director of Global Engagement: tweber1@brynmawr.edu
      
2. Travel Itinerary
   • Create, review and share a travel itinerary with all travelers using this Travel Itinerary Template.
      
3. GSAS Student Travelers
   • If any of your student travelers are GSAS students, please direct them to complete the GSAS Travel/Research Fund Application. Each academic year, the application must be received by October 31.