Updated: Travel during the pandemic 101

By Amanda Roach

October 18, 2021

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This story was updated on Dec. 14, 2021, to reflect the most current guidance from the Centers for Disease Control and Prevention.

People around the world wearing face masks to protect themselves and others during Coronavirus pa...

Travel guidelines and recommendations have changed and been updated throughout the pandemic.

Here’s what you need to know for planning travel as the holidays approach:

For any travel, the Centers for Disease Control and Prevention continues to recommend being fully vaccinated before traveling.

Domestic travel guidelines

  • Those who are fully vaccinated do not need to get tested or quarantine before or after travel, unless it’s required by your destination or method of travel. The CDC advises monitoring for symptoms following travel and, if symptoms appear, getting a symptomatic test to determine your COVID-19 status.
  • If you are not fully vaccinated and must travel, get tested one to three days before traveling to ensure you do not have COVID-19. The CDC recommends getting tested three to five days after you return from your trip and self-quarantining for seven days. Even if your test is negative, you should complete all seven days of quarantine and avoid being around those at high risk for severe illness for 14 days. If you choose not to get tested, self-quarantine for 10 days after travel. If symptoms appear, get a symptomatic test to determine your COVID-19 status.
  • If you are participating in IU-sponsored domestic travel , the travel policy has returned to the pre-pandemic policy. Fiscal officers, or their delegate, must approve travel through the pre-approval process in Chrome River.

International travel guidelines

Testing requirement

  • All passengers traveling by air to the U.S., regardless of vaccination or citizenship status, must show proof of a negative COVID-19 test no more than one day before traveling.
  • If you recently tested positive for COVID-19 and have completed your isolation, you may travel with documentation of your recovery. This includes a positive COVID-19 test result no more than 90 days old and a letter from a physician or public health official saying you are cleared to travel.

Vaccine requirement

  • Anyone who is not a U.S. citizen or immigrant must show proof of being fully vaccinated (two weeks after your last dose of a COVID-19 vaccine) before traveling by air to the U.S.
  • This applies to anyone who is not a U.S. citizen, U.S. national, lawful permanent resident or traveling to the U.S. on an immigrant visa.

Travelers prohibited from entering the U.S.

  • There are currently restrictions in place for those traveling from some countries to the U.S. due to the omicron variant.
  • U.S. citizens and lawful residents of the U.S., certain family members and other individuals who meet specific exceptions may still enter the country as outlined in the Presidential Proclamation .

After arriving in the U.S.

  • If you are fully vaccinated : Get tested for COVID-19 three to five days after travel, self-monitor for symptoms and isolate if you develop symptoms.
  • If you are not fully vaccinated : Self-quarantine at home for seven days after travel and get a COVID-19 test on day three to five. If you develop symptoms, isolate and get tested.

IU-sponsored international travel

  • Faculty or staff participating in IU-sponsored international travel should start by completing the IU Employee International Travel Information and Acknowledgement form .
  • Undergraduate student travel must be approved by the Office of Overseas Study, and graduate student travel is reviewed on a case-by-case basis by the Office of the Vice President for International Affairs.
  • Masks are required for all travelers on public transportation and inside transportation hubs like airports.
  • Some communities may have additional masking requirements or guidelines to be aware of and follow as you travel.
  • You may also consider wearing a mask in areas that have high community spread of COVID-19, in crowded outdoor settings or if you’ll be interacting in close contact with others who may not be fully vaccinated.

Amanda Roach is a senior communications consultant in the Office of the Vice President for Communications and Marketing.

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As of fall 2022 the university returned to standard pre-pandemic procedures for employee (faculty and staff) and non-employee (visitor) international travel. Student travel continues to require some additional review and approval.

Protect IU Travel Safety

Find the latest updates and information.

International Travel Guidelines

Employees (faculty and staff).

  • Employees should follow any international travel approval policy of their home department, school or campus. Check with your fiscal officer or department administrator if you are unsure whether your home unit has an approval procedure outside of the Chrome River trip authorization (TA) document.
  • An approved Chrome River trip authorization (TA) report must be in place before making reservations for the trip whether you are using direct bill travel reservations in Egencia or other IU Designated Travel Agency (DTA) or will be requesting reimbursement of out-of-pocket expenses associated with the trip. 

All students

  • Consistent with long-standing university policy on student international travel safety , no IU funds may be used to support student travel to countries under U.S. State Department Level 4 “Do Not Travel” Advisories.
  • International travel by undergraduate students is subject to approval by IU Education Abroad .

Graduate students

  • Individual graduate student travelers should submit an  international travel form for each university-affiliated international trip. This is required for graduate student travel to Level 3 Advisory destinations, and strongly encouraged for Level 1 and 2 destinations as well.
  • If the grad student travel is being booked through Chrome River, the signed form should be uploaded with the Chrome River pre-approval document for the trip to be authorized.
  • If the travel is being supported through a cash award in SIS or by a third party, the form should be e-mailed directly to OVPIA at [email protected] prior to travel, as well as filed in the student’s home department records.
  • For a graduate student traveling abroad alone, based on a faculty or staff member’s recommendation or encouragement, no further documentation is needed, even if the student has IU funding to support their travel.
  • Additional approval will be required in cases where a faculty or staff member is traveling with the student, or is substantially involved in establishing or facilitating arrangements (e.g., creating opportunities for research, scheduling musical performances or sports activities or setting up other non-credit travel abroad for students). In such cases, graduate student international travel must first be approved through the IU Education Abroad short form procedure . 

International travel FAQ

What counts as “university-affiliated” travel for the purpose of iu international travel policies and guidelines.

Travel is university-affiliated if it is undertaken within the scope of the traveler’s role and responsibilities at IU, regardless of the source of funding for the trip. For faculty, examples include travel to conduct research, teach, or participate in a professional meeting; for graduate students, examples include travel for research or study at a foreign institution.

Do IU international travel policies and guidelines apply to travel for personal reasons?

No. However, international graduate students planning personal travel overseas should review IU Office of International Services travel guidelines , and all graduate students and other travelers with university employment responsibilities should keep their supervisor informed of personal international travel plans, as remote work from overseas is generally not allowed.

Do IU international travel policies and guidelines apply only to travel that is funded by IU?

No. They apply to all international travel undertaken within the scope of the traveler’s role and responsibilities at IU, even it is funded by a third party or by personal funds.

Can a graduate student seek an exception for travel to Level 4 “Do Not Travel” Advisory country?

No exceptions will be granted.

Where do I find more information about trip insurance?

OVPIA has collaborated with several IU offices to put together a resource page about travel assistance and trip cancellation/interruption insurance options for students, faculty, and staff.

Learn more about trip insurance

Updated September 1, 2023

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Travel safety

As a world-class leader in higher education, Indiana University depends upon travel for its ongoing success. The ability to attend conferences, visit academic peers, and experience other cultures provides a great benefit to our students, faculty, and staff. At the same time, it can present unique risks.

The following information will help you mitigate those risks when planning your next trip, and address any safety issues that may arise while traveling.

Driving a personal or rented vehicle on university business can present unique risks to both IU and the traveler. Learn more about driving requirements, IU insurance policies, and what to do in the event of accident.

Motor Vehicle Record check

Before doing any driving for university business — your daily commute is not considered “university business” — you must complete the Authorization Form for Motor Vehicle Records (MVR) check and submit it to the Office of Insurance, Loss Control & Claims (INLOCC) . University policy requires IU faculty and staff to provide Indiana University authorization to conduct a Motor Vehicle Record check and provide all information needed to conduct the check prior to driving on any university-related business. Driving on university business will be prohibited if authorization to conduct a MVR check is not given.

Personal car stipulations

The traveler is responsible for any personal vehicle expenses incurred beyond standard fuel or mileage reimbursement. For example, the university does not reimburse for flat tires, dead batteries, or other vehicle repairs, nor does the university reimburse speeding or parking tickets, or any other violations.

IU Travel Management Services

The Travel Management Services site provides policy and procedure details for IU-sponsored travel, including instructions for using the online travel system, working with our contracted travel vendors, and a list of local and global discounts available to IU travelers.

International travel

IU’s Office of Overseas Study has compiled a range of helpful information for assisting students and other members of the IU community as they prepare and embark on international travel.

General health and safety guidelines

Travel abroad checklist

Handbook for overseas study participants

Passport and visa information

  • Travel advisories

IU policy does not allow undergraduate programs to travel to countries given Level 3 or Level 4 advisories by the State Department unless valid and compelling reasons can be provided along with the completion of a waiver form to ensure the student has considered the risk such a trip presents. Contact IU’s Office of Overseas Study for further details. All IU travelers — staff, faculty, and students — are strongly encouraged to avoid travel to any location currently under a State Department Level 3 or Level 4 travel advisory.

Smart Traveler Enrollment Program

Prior to departure on an international trip, IU travelers are encouraged to enroll in the State Department’s Smart Traveler Enrollment Program (STEP) . The program provides the latest news and updates regarding your destination, and makes it easier for U.S. consulates and embassies to contact you in the event of a sudden emergency while abroad.

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Currency converter

Xe.com provides a free universal currency converter , the same tool used by IU Travel Management Services to verify exchange rates on traveler reimbursements. It can be helpful to familiarize yourself with the basic exchange rate before visiting another country.

Maps and weather

There are a number of online sites dedicated to global maps and weather forecasts, including Google Maps and MSN Weather .

Travel insurance

You may wish to look into purchasing travel insurance. Individuals are often surprised to learn that coverage from their credit card company is less than expected. Travel Insurance Review has a nice tutorial: Travel Insurance 101 .

Cybersecurity

Whether you’re traveling internationally or domestically, it’s important to take extra precautions to protect your data and devices. Read more about how to secure mobile devices while traveling.

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Stay in the Know - Travel Guidance Across the University

Friday, February 17, 2023

Travel Management Services (TMS) provides policies and procedures for domestic travel, but there are several other departments at IU that share international guidance and monitor specific aspects of the travel process. Read on to learn what other departments have to offer!

If you have questions about international travel policies, reach out to the Office of International Affairs (OIA) . For questions about the general travel process, contact Travel Management Services .

Human Resources (HR)

HR’s Travel Coverage page provides resources that support the safety and wellbeing of IU travelers. This page contains tons of information that empowers you to prepare for the unexpected while traveling.

For instance, your IU-provided Basic Group Life Insurance includes 24/7 access to Assist America , a program designed to help you prepare for trips and respond to emergencies while you are traveling. This resource is available to insured IU travelers on business or leisure trips. The Travel Coverage webpage also explains how to obtain healthcare while traveling abroad .

Office of International Affairs (OIA) & Office of Overseas Study (OOS)

The OIA provides up-to-date international travel policies for employees, nonemployees, and students and a policy for Student International Travel Safety .

Students who study abroad can also learn about medical insurance and trip coverage through the OIA. For example, the Office of Overseas Study has vetted an optional accident and sickness plan that covers students while they are abroad. Information about this program can be found at the link above or on the “Costs Before You Go” section of OOS’ Budgeting webpage . A checklist of health and safety considerations is available as well.

Office of Insurance, Loss Control, and Claims (INLOCC)

INLOCC provides guidance on the purchase of trip cancellation insurance and travel assistance. Additionally, they monitor the validity of driver’s licenses by performing a required Motor Vehicle Records (MVR) Check of IU drivers. Any travelers who intend to drive a personal or rented vehicle on IU business must submit an application for their MVR check before their trip. INLOCC will also notify these drivers when their license expires.

Additional links and resources

INDIANA UNIVERSITY Financial Training & Communications

Cyber Infrastructure Building (CIB) 2709 E 10th St Bloomington, IN 47408 Email: [email protected]

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As we incorporate clinical learning opportunities that allow medical students to complete their training in centers of medical education around the state, medical students will be provided housing and/or reimbursed for required travel in accordance with the following guidelines:

  • Payment as described below will be provided for medical students who are required by the IU School of Medicine to travel to another campus (away from “home base” site) to complete mandatory learning or assessment activities (i.e. required clerkship rotations, OSCE, inter-session, orientation, etc.).
  • Lodging may be provided through IU School of Medicine for those medical students who travel to locations beyond a fifty (50) mile radius of the student’s official “home base” site or residence, whichever is less.
  • Lodging needs must be verifiable, based off of a student’s schedule for Medical Student Education requirements.
  • Submit the  MSE Housing Request Form  for Indianapolis lodging requests for required educational responsibilities.
  • For all regional campus housing requests, students should work directly with respective regional site coordinator.
  • Shared housing is typically not available at this time, unless specifically requested by both students staying for a verifiable IU School of Medicine purpose.
  • As appropriate, student lodging will be paid upfront by hosting site.

Mileage Reimbursement

  • Mileage may be reimbursed for medical students who are required to travel to locations beyond a fifty (50) mile radius of the student’s official “home base” site or residence, whichever is less.
  • Mileage reimbursement must be pre-approved prior to travel by “home base” site.
  • Submit the Mileage Reimbursement Request Form for students whose “home base” is Indianapolis.
  • For all regional campus mileage reimbursement, please direct questions to respective regional site coordinators.
  • Mileage is reimbursed according to Indiana University travel policies and through credit to your bursar account.
  • Ride sharing cannot be encouraged at this time, unless the Community Responsibility Acknowledgement guidance is adhered to.
  • Mileage reimbursement requests must be received within 120 days of the travel start date or sooner. Anything requested after 120 days of the start date will not be reimbursed.
  • Reimbursement is limited to one round trip per rotation regardless of rotation length.
  • Coordinators who are facilitating paid parking will communicate parking options to student prior to travel dates.
  • Per diem is not provided.

Process Examples

Example 1: Student is required by school to attend event (e.g. 3rd year required clerkship, inter-session) in Indianapolis.

  • Student will complete lodging request no less than two business weeks before requested stay; by submitting the MSE Housing Request form .
  • Indianapolis travel coordinator will review housing request, ask follow-up questions as-needed, set up housing, and communicate approval and travel details to student.
  • Pre-approved travel will be reimbursed for student mileage per guidelines.

Example 2: Regional student is required by school to attend rotation at regional campus more than 50 miles away.

  • Rotation coordinator will communicate student name, travel date(s), and purpose for travel to the regional campus travel coordinator. (Please notify the regional campus as soon as the need is identified!)
  • Regional campus travel coordinator will review housing request, ask follow-up questions as-needed, set up housing and parking arrangements, and communicate approval and travel details to student and other coordinator.
  • Indianapolis travel coordinator will reimburse student mileage as per guidelines.

Example 3: Student is assigned to a pediatrics rotation in Indianapolis and home base is a regional campus

Guideline: If you are assigned to a clerkship rotation away from your home campus, then the school will provide housing.

Example 4: Student selects an elective neurology rotation in Indianapolis and home base is a regional campus.

Guideline: If you choose to take an elective away from your home campus, the school does not provide housing.

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Academic Travel Policy - College of Arts and Science, Indiana University Northwest

Revised February 2014

The College of Arts and Sciences will help with travel costs associated with academic research for all full time faculty and lecturers.  The travel policy is delineated below:

  • Conference and/or poster presentation: maximum $800
  • Member of a panel only: maximum $400
  • Conference attendance only.
  • Although Lecturers do not normally have a research expectation, travel costs to conferences can be considered at a maximum of $200.
  • Submission process: Submit your request for travel expenses via email to the COAS Business Manager*. The email should contain the following information,
  • name, date and location of the conference
  • nature of participation in the conference
  • title of talk (if applicable)
  • itemized list of expenses covered by COAS
  • The COAS Business Manager will contact you with approval or disapproval of your request.
  • If approved your department secretary should submit a travel request to COAS as well as make arrangements for flights, hotel bookings etc. if needed.

* If the Business Manager is not available send the information above to [email protected]  and contact N. De Leon that you have done so.

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Together, let’s explore something bigger than ourselves

On journeys with IU Travels, memorable is an understatement. Come face to face with the army of Terracotta Warriors in Xi’an, China. Coast down the Danube River with 360-degree views of stunning European architecture and landscapes. Explore Egypt and linger in the shadow of the Great Pyramid of Giza and the enigmatic Sphinx.

To provide a rich layer of expertise, IU faculty members accompany some of our trips. For instance, IU Professor Steve Raymer, a longtime National Geographic Magazine photographer, brings his trained photographic eye to journeys to Bangkok, Bali, and Vietnam.

The world is full of forgotten history, breathtaking vistas, and unique perspectives. What will you discover?

See the world in ways you never imagined

Embark on the journey of a lifetime.

Bring home unforgettable lessons with IU Travels. Immerse yourself in unfamiliar places to remain a lifelong learner—appreciating the local culture and customs. It’s time to go explore the world.

Need help deciding on a trip?

With us and our travel partners taking care of the details, your only responsibility is to enjoy every moment.

We’re here to provide personal service for trouble-free travel. Contact us at 812-855-4822 and ask for IU Travels or send an email to iutravel@iu.edu .

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Welcome to your authoritative, easy-to-use guide to policies that apply across all of Indiana University. This site includes only university-wide policies. Check with your campus or unit for additional policies.

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IMAGES

  1. Student Travel Safety

    iu travel policy

  2. 10+ Student Travel Policy Templates in PDF

    iu travel policy

  3. Travel Policy

    iu travel policy

  4. 10+ Student Travel Policy Templates in PDF

    iu travel policy

  5. Student Travel Safety

    iu travel policy

  6. International Travel Policy DOCX Form

    iu travel policy

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COMMENTS

  1. Travel Policy: Policies: University Policies: Indiana University

    The first and last days of travel are paid at 75% of the daily per diem allowance. For overnight trips, the per diem rates are based on where the traveler spends the night, not the location of the meeting (if different cities). For non-overnight trips, per diem is based on the traveler's business destination.

  2. COVID-19 FAQ

    Any university-affiliated travel expenses, funded in whole or part by IU or IU Foundation funds, including grant funds, require Chrome River Trip Authorization. Note: Travel is university-affiliated if it is undertaken within the scope of the traveler's role and responsibilities at IU, regardless of the source of funding for the trip.

  3. PDF Indiana University Travel Guidance Related to COVID-19: (Travel FAQs)

    Indiana University and local hospitals do not have the capacity to provide space for those who need to self-quarantine. You will not be allowed to return to ... Will I be reimbursed for trip insurance coverage for work related travel? Answer: Indiana University policy "Reimbursement Under the Accountable Plan, FIN-ACC-620"

  4. Updated: Travel during the pandemic 101

    If you choose not to get tested, self-quarantine for 10 days after travel. If symptoms appear, get a symptomatic test to determine your COVID-19 status. If you are participating in IU-sponsored domestic travel, the travel policy has returned to the pre-pandemic policy. Fiscal officers, or their delegate, must approve travel through the pre ...

  5. Mobility Updates: International Resources: IU Global: Indiana University

    Consistent with long-standing university policy on student international travel safety, no IU funds may be used to support student travel to countries under U.S. State Department Level 4 "Do Not Travel" Advisories. International travel by undergraduate students is subject to approval by IU Education Abroad. Graduate students

  6. Travel safety

    Travel advisories. IU policy does not allow undergraduate programs to travel to countries given Level 3 or Level 4 advisories by the State Department unless valid and compelling reasons can be provided along with the completion of a waiver form to ensure the student has considered the risk such a trip presents.

  7. Student Group Policies

    INDIANA UNIVERSITY Travel Management Services. Cyber Infrastructure Building (CIB) 2709 E 10th St. Bloomington, IN 47408 Phone: 812-855-2873

  8. Stay in the Know

    Travel Management Services (TMS) provides policies and procedures for domestic travel, but there are several other departments at IU that share international guidance and monitor specific aspects of the travel process. Read on to learn what other departments have to offer!

  9. Reimbursement of Travel Expenditures

    Procedures. Traveler Certification: By submitting reimbursement and or supplement documents through the IU travel system the traveler agrees to the following: The reimbursement documentation included in the travel system documents are true and just in all respects; that payment of the amounts claimed has not and will not be reimbursed to the traveler from any other sources;

  10. Travel Guidelines

    Mileage is reimbursed according to Indiana University travel policies and through credit to your bursar account. ... Indiana University School of Medicine. 340 West 10th Street Fairbanks Hall, Suite 6200 Indianapolis, IN 46202-3082 317-274-8157 [email protected]. Connect with us!

  11. Travel Policy

    Academic Travel Policy - College of Arts and Science, Indiana University Northwest. Revised February 2014. The College of Arts and Sciences will help with travel costs associated with academic research for all full time faculty and lecturers. The travel policy is delineated below:

  12. PDF Indiana University Office of Procurement Services

    IU Travel policy covers the cost of round-trip airfare to and from a business destination. Occasionally, travelers will fly to additional destinations fromtheir business destination while on personal time. IU funds may not be used to purchase or reimburse personal airfare .

  13. Travel: Alumni Association: Indiana University

    Need help deciding on a trip? With us and our travel partners taking care of the details, your only responsibility is to enjoy every moment. We're here to provide personal service for trouble-free travel. Contact us at 812-855-4822 and ask for IU Travels or send an email to [email protected].

  14. University Policies: Indiana University

    Welcome to your authoritative, easy-to-use guide to policies that apply across all of Indiana University. This site includes only university-wide policies. Check with your campus or unit for additional policies. Requests for new university-wide policies or revisions to a current policy can be submitted to the University Compliance and Policy ...