Pre-Travel Authorization (Required Before Booking Travel)

The 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.

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

Most University Travel requires prior approval, also known as pre-travel authorization.  University Travelers must submit a request to travel in Concur for all overnight, out-of-state and international University Travel.  Approval must be obtained by the Traveler prior to booking travel. 

Pre-travel authorization for employees must be completed within Concur's Request module.  

• The name of the type of Concur request for international pre-travel authorization is Pre-Travel International
• The name of the type of Concur request for domestic pre-travel authorization is Pre-Travel Domestic.  
• Job aids and videos with instructions can be found on the Concur Resource Library page under “Request- Pre-Travel Authorization, Prior Approval and Exceptions.” 

• All pre-travel authorization requests for international travel must be summited at least three weeks prior to departure date. 
• The name of the type of Concur request that must be completed is Pre-Travel International. 
• All pre-travel authorization requests for international travel must include a completed International Pre-Travel Export Control and Risk Form for 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 must then attach the PDF to your pre-travel authorization request in Concur.

• 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 include comprehensively sanctioned countries. 
  • TARMAC has set criteria for designating high-risk destinations for University Travel.  
  • An alphabetical list of high-risk destinations is published here.  
• Generally, University Travel to or through High-Risk Destinations is not allowed; however, 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.  
• All Travelers seeking to travel to a High-Risk Destination must submit a pre-travel authorization request in Concur. Concur will automatically flag travel to High-Risk Destinations for review by the traveler's respective Campus Travel Risk Review Committee. 
  • PLEASE NOTE:  IT CAN TAKE UP TO 10 BUSINESS DAYS FOR A CAMPUS RISK REVIEW COMMITTEE TO REVIEW TRAVEL TO HIGH-RISK DESTINATIONS. As such, travelers are required to submit their pre-travel authorization at least three weeks prior to departure to ensure adequate time for review.    
  • The traveler is required to attach a completed International Pre-Travel Export Control and Risk Form for their respective campus to their Concur pre-travel authorization request.  The following are links to each campus's 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 must then attach the PDF to your pre-travel authorization request in Concur.

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. 

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

1. Allow notifications
2. For most precise notifications, turn on location services

More detailed instructions can be found here. 

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.