University Travelers must complete the following three steps in the order presented below. This webpage provides information on Step 1: Obtain Pre-Travel Authorization.
  • Step 1: 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.
  • Step 2: 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.
  • Step 3: 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 Resources for Travelers Before Departure to obtain information on university travel insurance, how to receive emergency alerts while traveling, and information on travel using your Bank Card.  

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. 

Type of University

Criteria

Overnight Travel

  • In-State
  • Domestic
  • International

Out-of-State Travel

  • Same day
  • Overnight

International Travel

  • All

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

  • 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.

High-Risk Destinations

  • 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.

Elevated Cybersecurity Risk Destinations

  • An Elevated Cybersecurity Risk Destination is 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 criteria for designating Elevated Cybersecurity Risk Destinations. 
    • An alphabetical list of elevated cybersecurity risk destinations is published here
  • Any traveler intending to bring University Devices, Data or Property to an Elevated Cybersecurity Destination – whether on international University Travel or international Personal Travel - must obtain permission from their respective campus Information Technology (IT) Department to bring that device or access that data.
    • University Travel: All travelers seeking to bring University Devices, Data or Property to an Elevated Cybersecurity Risk Destination on University Travel must submit a pre-travel authorization request for international travel in Concur. The name of the type of Concur request is Pre-Travel International. The Campus IT Department will review whether the traveler can bring a University Device or Data on or access University Data during said travel
    • Personal Travel:  All Travelers seeking to bring University Devices, Data or Property on to an Elevated Cybersecurity Risk Destination on Personal Travel must submit a request to bring the device or access data in Concur.  The name of the type of Concur request is Personal Int'l Travel: Authorize UMass Device/Access UMass Data. The Campus IT Department will review whether the traveler can bring a University Device or Data on or access University Data during said travel.
    • Requests to bring University devices or University data or access University Data for either University Travel or Personal Travel must have a completed International Pre-Travel Export Control to the request in Concur. Please note: this is the same form required for all requests to International Travel Destinations and High-Risk Travel Destinations. The following are links to the each campus's form:

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.

  • If the Campus IT Department determines there is no risk or that risks can be adequately mitigated, the IT Department can approve the traveler bringing the device or accessing data. 
  • If the Campus IT Department determines that mitigation measures are not achievable, or the traveler does not want to implement mitigation measures, the traveler Campus IT Department can restrict the traveler from bringing University Devices or Data on or accessing University Data during travel.

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
  1. Allow notifications
  2. 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.

What is a UMass Bank Card?

The UMass Bank Card is a Visa credit card issued by US Bank. This is a 'one card' program that offers UMass and the cardholders flexibility to use a single card for both travel-related and supplies-related UMass expenses only. For additional information on the program please visit the UPST Bank Card Program page.

Applying for a UMass Bank Card

To apply for a UMass Bank Card please visit the UPST Bank Card Program page for instructions.

Before Travel with a UMass Bank Card

Before you travel with a UMass Bank Card please review the spending limits of your Bank Card. If any changes to your card will need to be made please complete a Bank Card Change Request, which can be found on the UPST Bank Card Program page.

Concur Travel & Expense Support

There are 3 ways to get T&E support as listed below:

  1. Submit a support request online to create a case by the types listed:
    1. Concur Request
    2. Concur Expense
    3. Concur Travel
    4. Concur System Access
  2. Email travelexpense-services@umassp.edu to create a case
  3. Call the Concur Hotline at (774)570-5507. Live phone support M-F from 9-4.