Check for a Department of State Travel Warning for the destination country. If you see that your destination is listed on the warning list, please contact the SAGE office. The College may not fund any trips going to a country with an active travel warning.
Complete any additional paperwork as applicable. Ask the SAGE office if you are exempt from this step or which forms apply if you are unsure. Obtain the required signatures and send the completed forms to the SAGE office.
Ask your supervisor if you can use the department credit card (P-card) to pay for the flights. The cardholder will need to charge the amount to the approved budget in PaymentNet. The budget manager will need to be informed of the purchase and will require all receipts. Contact Accounts Payable if you do not know the budget index number.
Make your hotel or other accommodations arrangements. You can either:
Faculty and staff must complete their own form. Contact your department assistant for help. For detailed instructions on how to complete this form, please find the Authorization for International Travel in Valencia Forms in Atlas.
Per the requirements of Accounts Payable, you MUST provide supporting documentation for ALL costs related to the international travel for which Valencia is paying. Example supporting documents:
Please forward your signed paperwork to the SAGE office at DO-335. We will stamp it received and forward it to Accounts Payable. Accounts Payable will not process your form without the SAGE stamp on it.
Please complete the travel registration at least 15 days prior to your trip. You will need your destination itinerary, passport, airline, and accommodations information in order to complete your registration.
NEH Grant Participants: The coordinator will need to complete the Travelers Information Worksheet and send to the SAGE Office in lieu of completing the individual online form.
Important: SAGE must receive specific accommodation locations in order to register you with the Department of State's STEP Program. Failure to provide this information will mean that you will not be registered and we will not receive important embassy updates in the event that something occurs in your country destination.
Contact the SAGE Office for insurance information including coverage and cost. The SAGE Office can assist travelers with purchasing trip insurance.
Once you have registered your trip online (step 8), contact the SAGE Office with the budget number that the insurance will be paid out of. If you are paying with personal funds, you can pay at the campus Business Office. Contact the SAGE Office for details on how to complete this process.
Upon receipt of your registration (STEP 8), the SAGE office will email you a copy of Valencia's Emergency-Crisis Management Plan for International Travel, register you with the Department of State's STEP (Smart Travelers Enrollment Program), and will inform Valencia's Emergency Response Team of your upcoming travel.
Contact the SAGE office to let us know how you will be meeting the "sharing" requirement of your program (Cafe Conversations, department presentation, conference presentation, International Education Week, Skillshop, etc.).
OPTIONAL: Upload photos to the SAGE Flickr (create a set for your program): http://valenciastudyabroad.pbworks.com/w/page/31158209/Upload-Photos-to-SAGE-Flickr OR send us a link to your blog to post to the SAGE website.
EXCHANGES: Submit your "Internationalizing the Curriculum" project to the SAGE office by the end of the semester after you return.