- Obtain Pre-Travel Authorization (also known as Prior Approval): University Travelers must obtain prior approval/pre-travel authorization in Concur prior to booking travel. See information below on how to obtain pre-travel authorization.
- Book Travel Arrangements: University Travelers can book their travel after pre-travel authorization is obtained. University travelers are encouraged to book travel through Concur. See Booking Travel section for additional information.
Register Travel: University Travelers must register travel once travel is booked. See the Travel Registration section for additional information.
Travelers are also encouraged to visit Before Departure to obtain information on university travel insurance, how to receive emergency alerts while traveling, and information on travel using your Bank Card.
Does the University Have a Policy Regarding Travel?
Yes. The new University of Massachusetts systemwide Travel Policy and associated administrative standards were issued by the Board of Trustees and the UMass President respectively in Spring 2023.
The systemwide Travel Policy defines what constitutes University Travel, places requirements for obtaining prior approval for and registering University Travel, addresses travel to High-Risk Destinations, and places requirements on traveling with the University Equipment, Devices or Data.
What is Considered University Travel?
The University Travel Policy and associated standards states University Travel is any travel by a University Traveler for University Business regardless of funding source. University Travel includes, but is not limited to:
- Travel in the course and scope of the Traveler's employment at the University
- Travel financed, in full or part, through university funding, grants, scholarship, or sponsorship
- Travel sponsored, arranged, endorsed, promoted, or administered by the University, or by university faculty or staff members
- Travel that is credit-bearing, or necessary for meeting a course or degree requirement, including graduate research at the University
- Travel that involves the physical transport of University Property regardless of funding source for such travel
- Travel directly related to a university-sponsored grant or contract
- Travel to an International Travel Destination when the Traveler will be performing any university-related work remotely on a regular basis
Do I Need Prior Approval for University Travel?
Most University Travel requires prior approval, also known as pre-travel authorization. University Travelers must submit a a request to travel in Concur for all overnight, out-of-state and international University Travel. Approval must must be obtained by the Traveler prior to booking travel.
| Type of University Travel | Criteria |
| Overnight Travel | In-State Domestic International |
| Out-of-State Travel | Same day Overnight |
| International Travel | All |
Is Additional Information Required When Requesting Approval for International University Travel?
Yes. All requests for approval of international University Travel must include a completed International Pre-Travel Export Control and Risk Form from the Traveler's respective campus. The following are links to each campus form:
- UMass Amherst
- UMass Boston
- UMass Chan Medical School
- UMass Dartmouth
- UMass Lowell
- UMass President's Office
Once you complete the online form, it will be emailed to you as a PDF document. You then must attach the PDF to your travel request in Concur.
Requests for international University Travel should be submitted at least three weeks prior to intended departure date.
A High-Risk Destination is any domestic or international country, region, province or city designated by the Systemwide Travel Risk Management Advisory Committee (TARMAC) or a campus as posing substantive health, safety, security risk to a University Traveler and/or the University. High-Risk Destinations are inclusive of comprehensively sanctioned countries.
Which Destinations are Considered High-Risk?
TARMAC has set this criteria for designating high-risk destinations for University Travel. An alphabetical list of high-risk destinations is published here.
Is Travel to High-Risk Destinations Allowed?
Generally, University Travel to or through High-Risk Destinations is not allowed. However, the University recognizes there may be compelling reasons to authorize University Travel to or through a High-Risk Destination.
In such cases, each campus is authorized to approve or deny University Travel by their respective Travelers to or through High-Risk Destinations after review by the Campus Travel Risk Review Committee.
How Do I Obtain Approval to Travel to A High-Risk Destination?
All Travelers seeking to travel to a High-Risk Destination must submit a pre-travel authorization request in Concur within the timeframe required by the Traveler's campus, but at least three weeks prior to intended departure date.
To submit a request, the Traveler is required to attached a completed International Pre-Travel Export Control and Risk Form for their respective campus to their Concur Travel Request. The following are links to the each campus's form.
- UMass Amherst
- UMass Boston
- UMass Chan Medical School
- UMass Dartmouth
- UMass Lowell
- UMass President's Office
Concur will automatically flag Travel to High-Risk Destinations for review by the Traveler's respective Campus Travel Risk Review Committee. This review takes place as part of the Concur approval workflow.
What is an Elevated Cybersecurity Risk Destination?
An Elevated Cybersecurity Risk Destination is a any International Travel Destination designated by the Systemwide Travel Risk Management Advisory Committee (TARMAC) or the campus as posing substantive cybersecurity risk to a University Traveler and/or the University.
TARMAC has set this criteria for designating Elevated Cybersecurity Risk Destinations.
Do I Need Permission to Bring University Devices, Data or Property on Travel?
Yes. Any Traveler intending to bring University Devices, Data or Property to an Elevated Cybersecurity Destination - whether for University Travel or Personal Travel - must obtain permission from their respective campus Information Technology Department.
The Campus IT Department may permit a Traveler to bring University Devices or Data, or remotely access University Data bring and/or access University Data when the IT Department determines appropriate mitigation measures can be put in place. If such mitigation measures are not achievable, or the Traveler does not want to implement mitigation measures, the Traveler will be restricted from bringing University Devices or Data on or accessing University Data during travel.
How Do I Obtain Permission to Bring University Devices, Data or Property on Travel?
All Travelers seeking to bring University Devices, Data or Property on University Travel to an Elevated Cybersecurity Risk Destination must submit a pre-travel authorization request in Concur and attached a completed International Pre-Travel Export Control and Risk Form for their respective campus to their Concur Travel Request. Please note: this is the same form required for all requests to International Travel Destinations and High-Risk Travel Destinations.
Travelers seeking to bring University Devices, Data or Property on Personal Travel to an Elevated Cybersecurity Risk Destinations must also complete the International Pre-Travel Export Control and Risk Form and provide it to their campus export control office for review. Export Control will coordinate with the campus IT Department.
The following are links to the each campus's form:
In accordance with the University Travel Policy and associated standards, all University Travel, both domestic and international, must be registered in the University Travel Registry. Please note: failing to register your Travel may impact expense reimbursement eligibility.
With our new Concur platform and Healix Travel Registry, University must be registered after travel is approved and booked. Please see the section on Travel Registration to learn more about how to register your University Travel.
Download Travel Oracle App to Receive Emergency Alerts and Access Emergency Services
UMass subscribes to Healix Sentinel for risk alerts and emergency notifications for University Travelers. Travelers can receive emergency notifications based on their location or travel itinerary through the Healix Travel Oracle app.
Travelers can also access emergency medical services through this app by clicking on the "Emergency Services" button. This feature directly contacts the UMass international travel insurance emergency services provider.
To access emergency alerts and services:
1. Download the Healix Travel Oracle App from the Apple or Google stores
2. Create an account by clicking "Register"
- Use your UMass email address
- Policy Number is UMA233242
3. Allow notifications
4. For most precise notifications, turn on location services
More detailed instructions can be found here.
Review Country Risk Information
Visit the UMass Healix Travel Oracle website for information on country and regional risks, traveler advice and other resources. The website is Single Sign-On enabled.
International Travel Insurance and Emergency Services
International Travel Insurance and Emergency Services
The University's International Travel Insurance coverage and emergency services are available to all University Travelers on approved International University Travel. Under this coverage, University Travelers have access to 24/7 global medical, security and emotional support assistance through our third-party provider, International SOS.
All University Travelers should download the International Travel Insurance Travel Card and keep it with their travel documents.
Please log into the University International Travel Insurance webpage for more details.
In addition, Travelers should contact their personal health insurance provider to understand changes in coverages while traveling abroad, and whether any additional coverage should be obtained. Additional coverage, other than that provided by the UMass International Travel Insurance, is at the Traveler's own expense.
Concur Travel & Expense Support
There are 3 ways to get T&E support as listed below:
- Submit a support request online to create a case by the types listed:
- Email travelexpense-services@umassp.edu to create a case
- Call the Concur Hotline at (774)570-5507. Live phone support M-F from 9-4.