International Travel Registry and Insurance
For safety and insurance purposes, all College-funded international travel must adhere to the policies of the International Travel Risk Management Committee (ITRMC). All international travelers are required to complete an international travel registration detailing the location(s), purpose, funding, and all attendees for the trip.
Faculty and staff members are responsible for completing the international travel registry prior to completing their travel arrangements. This information is used for emergency preparedness and for providing assistance in the event of a health or other emergency while the traveler is abroad. The applicant will be required to provide dates of travel, contact information, complete an insurance form, and provide passport information.
Upon completion of the registry, no further approvals are required for academic or scholarly research unless travel is to a country with level 3 or 4 travel advisories from the State Department, in which case travel must be approved by the International Travel Risk Management Committee, as detailed below.
The traveler is also required to review the State Department travel advisories for the country or countries to be visited and to provide the level of the travel advisory (Level 1, 2, 3, or 4) as part of their completed registration. State Department travel advisories are a rating system issued for all countries in the world. Travel advisories provide important security and safety information to describe risks and preventative actions to take to help ensure safety for travelers.
- Level 1: Exercise Normal Precautions
- Level 2: Exercise Increased Caution
- Level 3: Reconsider Travel
- Level 4: Do Not Travel
In the case of travel to a country which is rated by the State Department as either Level 3 or Level 4, further review of the application must take place by the International Travel Risk Management Committee (ITRMC). Travel arrangements should not be booked for Level 3 or Level 4 countries unless the application has received approval by the ITRMC.
For any questions or assistance when completing the registry, please email email@example.com.
One step of the travel registry provides a link to the College’s insurance program. The travel insurance program, CISI, is used for student, faculty, and staff travel. Information pertaining to the College insurance program, including a copy of the policy document [PDF], can be found on the CISI webpage. Travel insurance provides coverage for accidents and sickness while abroad as well as emergency evacuation, repatriation, and quarantine. Non-emergency questions may be directed to CISI at 203-399-5132 or toll free at 800-303-8120.
24/7 assistance is available through Team Assist run by AXA Assistance. They can be reached by phone at 312-935-1703 or toll free at 800-303-8120.
With the new fiscal year beginning on July 1, travelers beginning their trips on or after July 1 will need to wait until then to register with CISI. Travelers whose trips span the end of the current fiscal year and the beginning of the new fiscal year need only register before their trip start date to be covered for the entirety of the trip. Coverage will not change nor lapse during this period.
If you will begin travel on or shortly after July 1, the Purchasing Office will reach out to you with a reminder to register with CISI. You can contact firstname.lastname@example.org with any questions.
The use of a travel agent is not required when traveling on College business. However, assistance from an agent is suggested for complex and/or international travel to ensure comfort, convenience, and value. If you are using a travel agent, arrangements may only be made through the College’s contracted travel agents, unless you have received prior consent by the Director of Procurement. College-approved travel agents have been able to negotiate ticket changes, particularly for groups of Swarthmore community members, more effectively than individuals, and working with a contracted agent often allows for more flexible cancelations than can be found elsewhere.
The College's contracted travel agents are:
- Avenue Two Corporate: Avenue Two is a long-time partner for the College and offers a option for booking airfare for travelers who do not have College PCards. Contact Beth Heckman at 215-243-1120 or email@example.com for assistance.
- Key Travel: Key Travel specializes in international travel. You may make reservations by phone by calling 646-218-2100, emailing firstname.lastname@example.org or use their on-line booking tool.