Faculty & Staff Travel Policies

 

Traveling abroad provides an incredible opportunity for faculty and staff to show students the world through educational experiences and to continue research projects in locations conducive to discovery. Before setting out to travel the globe, please be aware of GW’s travel policies.

Policies for Traveling with Students 

Compliance with GW policies requires that faculty and staff planning to travel with students internationally for any university-related business or event first secure agreement from their supervisors. Final review and approval rest with the relevant dean or vice president, with further review required in cases of elevated risk.

Faculty and staff traveling abroad with students under the sponsorship of an Office for Study Abroad program should follow the guidelines set forth by the Office for Study Abroad.

Faculty and staff traveling abroad with students on trips not administered by the Office for Study Abroad should follow required procedures.

Travel organizers and trip leaders who plan to travel with students internationally must follow a four-step travel approval process:

1. Discuss and gain conceptual agreement from your school or supervisor for the purpose of the international travel.
2. Complete and submit the International Travel with Students Proposal Form.
3. Obtain written approval of your travel plans from the sponsoring dean or vice president.
   • Copy and paste your submitted International Travel with Students Proposal Form into an email and send it to your dean or vice president, who will approve in an email reply. Forward the complete email chain to the International Operations Administrator at [email protected]. Upon confirming documentation of your travel approval, the International Operations Administrator will contact you to initiate any further approval or registration processes.
4. ​Ensure that participating students complete registration before departure.

 

After these steps, you will receive an email confirming your compliance with GW's International Travel Policy.

Policies for Traveling Alone 

If you are a faculty or staff member traveling abroad on GW business without students, you do not need formal travel approval, unless required by your office, school or department. However, you are requested to:

• Register for health insurance through GeoBlue
• Print and carry an emergency contact card (PDF)
• Register your travel with the U.S. Department of State's Smart Traveler Enrollment Program, or an equivalent service, if available, through the embassy or consulate of your country of citizenship

Health and Safety Information 

Faculty and staff traveling abroad on university business are automatically covered by GeoBlue’s insurance plan. To register and access important plan information, you must follow these steps:

• Visit GeoBlue’s travel registration website.
• Enter GW’s Group Access Code: QHG99999GWBT
• Create a user profile by entering your name, email address and password. Your password is user-generated, so please choose something that you are likely to remember in the future.
• Once you are logged in, you will have access to various benefit information as well as online and mobile self-service tools. You can locate medical providers abroad, view country security profiles and print your insurance ID card.
• To print your insurance ID card, click the “Print ID Card” link on the GeoBlue Member Hub webpage. Be sure to carry this card with you while you travel.

For help with the faculty and staff insurance registration process contact GeoBlue:

• Inside the U.S.: 1-888-412-6403
• Outside the U.S.: +1-610-254-5830
• [email protected]

Emergency Contact Information 

After completing the appropriate online application through GeoBlue, travelers should print out an emergency contact card (PDF), which provides GeoBlue’s emergency contact information. This card must be carried at all times while abroad.

Travel Advisories 

Before traveling abroad, consult the U.S. Department of State to review your destination's Travel Advisory, alerts, and destination-specific health and safety information. Enroll in the State Department's Smart Traveler Program to receive email notifications and alerts while abroad.

Guidelines for Data Security Abroad 

International travel increases the likelihood that personal and university-owned devices and data will be compromised. As a result, George Washington University (GW) Information Technology (IT) has prepared  security guidelines and tips for mobile devices to support GW community members traveling abroad on university business.