Foreign Travel

• Review LC State's Travel Policy 4.101
• Get approval for your proposed travel with your direct supervisor including budgetary considerations as necessary.
• Research the safety and security situation of your planned destination. If your destination is US State Department Level 3 or 4, request approval from Administrative Services ahead of making transportation and accommodation reservations.
• If you are working with a foreign institute or university, a Memorandum of Understanding (MOU) may be prudent. Check with Administrative Services for more information on when a MOU may be required.

• Contact LC State Information Technology to have them set up your laptop based on your intended destination.
• Arrange transportation to your destination.
• Arrange accommodations in your destination.
• It is recommended to request a hotel room between floors two and seven. Some fire department ladders will not reach above the seventh floor.
• Always check the location of the nearest fire stairwell, and emergency telephone when checking in to a hotel upon arrival at your accommodation.
• Secure on-the-ground transportation (i.e., from the airport to accommodations and to and from sites)
• Secure any tickets for excursions and review entry requirements. (i.e. passport required, head and shoulders covered to enter).

• Start the process to get or renew your passport.
• It can take months to get a new passport or renew an old one; apply now.
• Determine if a visa is needed and the process needed for a visa. A transit visa may be necessary even if you are just changing planes on the way to your final destination.
• Check the U.S. State Department, or your home country’s embassy and determine if a visa is needed and the type of visa that is most appropriate.
• If students are traveling with you, have them check with LC State International Programs office for more information.
• It is recommended that you register with the U.S. State Department through the Smart Traveler Enrollment Program (STEP) if you are a U.S. citizen. This is a free service and allows the State Department assist you in an emergency.
• Once you have your finalized travel itinerary including transportation and place of residence, email this information to VPFinanceAdmin@lcsc.edu. This will allow for travel assistance if needed.

• Review the immunizations required/recommended for your destination at the CDC website.
• Schedule health appointments early; many immunizations are given in a series over time A list of travel clinics can be found online. Travel clinics are generally fee-for-service, meaning the cost of the visit may not be covered by your family health insurance.
• Research if your medications are allowed in the country. 
• Print and pack your Insurance Cards.
• Read about your destination at the Department of State for any travel warnings for the country you are about to visit at: https://travel.state.gov/content/travel/en/traveladvisories/traveladvisories.html 
• It is recommended that you register with Smart Travel Enrollment Program (STEP). This is a free service to allow U.S. citizens and nationals to enroll their trip abroad so the Department of State can accurately and quickly contact them in case of emergency.

INSURANCE 

• Take your health insurance card with you and familiarize yourself with policies and procedures for using it when abroad.
• If you are injured during a personal portion of a trip, your personal health insurance coverage applies. Employees should check with their health insurance carrier for more details regarding personal medical coverage during foreign travel.
• State of Idaho Foreign Liability Coverage. As an LC State employee, you are automatically covered by the State of Idaho Foreign Liability Program provided by ACE American Insurance Company. This coverage is mainly for Liability, Auto Liability and Foreign Voluntary Workers Comp but has some emergency travel service coverage as well. It does not cover employees while they are in the U.S., its possessions or territories.
• LC State also provides free travel assistance through Chub ACE Travel Smart at no cost to the employee. Follow this link to print a travel card and brochure to carry with you.
• Supplemental insurance can also be obtained. The college recommends www.insuremytrip.com. The traveler may be responsible for the cost of this insurance. It is at the supervisor's discretion who pays for supplemental insurance, the college, or the traveler.

Worldwide assistance can be reached 24 hours a day, 7 days a week at 800-766-8206 from the USA or Canada or if you are outside the USA or Canada, call collect (202) 659-7777. When you call, please have the following information ready:

1. Name of caller, phone number, fax number, relationship to the patient.
2. Patient’s name, age, sex, and policy number. 
3. A description of the patient’s condition.
4. Name, location, and telephone number of the hospital.
5. Name and telephone numbers for the treating doctor, including where and when the doctor can be reached.
6. Health insurance information, workers’ compensation, or automobile insurance information if the patient had an accident.

By requesting assistance, you agree to assign Worldwide Assistance your rights to recover from any responsible insurers any expenses Worldwide Assistance incurs.

• See to your cash needs (ATM card, credit cards) and tell your bank and credit card companies that you will be traveling; Encourage your students to do the same.
• Ask if they charge foreign transaction fees.
• Ask if you’ll need a PIN to make purchases abroad.
• Find out what the exchange rates are for the countries where you will be traveling.
• If you are planning on taking money out of an ATM at the airport, be mindful of where the ATM is located. If it is in an area with easy access (beyond where baggage is claimed), be careful of skimmers and other ways to snag your bank card info.

• Take photocopies of important documents including your passport, visa (if necessary), and itinerary; give one set to your family and take one set with you.
• Leave a copy of a detailed itinerary with details on accommodations, travel plans, and logistics including any in-country contacts with your direct supervisor.

• Contact Information Technology to have your laptop secured for international travel.
• Confirm that your cell phone works internationally. 
• Download a VPN onto your laptop. Some countries have firewalls that will block certain websites including Google. A VPN should allow you to circumvent this.
• Make a list of emergency phone numbers and bring it with you. Include the phone number of the US Embassy for the location you are visiting as well as LC State Public Safety (1-208-792-2815).
• It is recommended to enroll in the Smart Traveler Program. The Smart Traveler Enrollment Program (STEP) is a free service to allow U.S. citizens and nationals to enroll their trip abroad so the Department of State can accurately and quickly contact them in case of emergency. This will give travelers real time updates about health, weather, safety, and security in the country.

• Be aware that LC State policies, rules, and standards of conduct apply while you are abroad.
• If traveling to a country for the first time, research cultural differences and abide by the local laws and customs. Share any important information with students who may be traveling with you.

US State Department

International travel section of the U.S. State Department

CIA World Factbook

Centers for Disease Control and Prevention

Embassy Locations

Smart Traveler Enrollment Program

Travel Clinics

Currency Converter

Country-specific Telephone Codes