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International Travel

1. Per request of the University, registered student organizations seeking SORF funding to travel outside of the United States are required to register with the University of Illinois Study Abroad Office. As a result, groups who do not complete all steps and actions outlined by the Study Abroad Office will not be eligible to receive funding and/or funding reimbursement.


Please note, that the steps and actions that are required by the Study Abroad Office are outlined below (as of January 17, 2009). Questions regarding this process can be directed to Pardip K. Bolina, Assistant Director Short Term Programs at bolina@illinois.edu or 217-333-6322.

1. All groups must designate one person from their RSO that is participating in the travel to serve as the “Group Leader”. This individual will be the contact person communicating with the Study Abroad Office.
2. The Group Leader will complete a Study Tour form [PDF] and submit it to the Study Abroad Office, indicating all travelers participating in the activity including advisors and/or professors.
3. All Group Leaders will be required to attend a Group Leader Orientation provided by the Study Abroad Office.
4. Once the Study Tour form [PDF] is submitted by the Group Leader, the Study Abroad Office will send an email out to all travelers in the group, outlining any additional steps and pre-departure requirements.
5. All travelers will be required to complete the online forms and attend the Health and Safety Orientation provided by the Study Abroad Office.
6. All travelers will be required to purchase supplemental insurance coverage via the University approved carrier of Cultural Insurance Services International (CISI). The Study Abroad Office helps facilitate the purchase of this insurance and will bill your student account for the insurance and the processing fee.



2. Failure to complete any forms and training requirements set by the Study Abroad Office will result in forfeit of your SORF allocation for the entire trip including insurance, airfare, lodging, and registration fee.
3. To seek reimbursement for payment the CISI insurance, a copy of the individual’s student bill and CISI insurance card is needed along with a completed Expenditure Request Form.
4. SORF will not fund international travel to countries where the U.S. Department of State and/or the Centers for Disease Control and Prevention have a travel warning or mandatory evacuation order in effect at the time of the SORF application.
   
   
   1. If between the time SORF has allocated funding for international travel and the organization leaves for the trip, a travel warning or mandatory evacuation is issued for that country by the U.S. Department of State and/or the Centers for Disease Control and Prevention, the trip will not take place using any university funds, including SORF. However, SORF will reimburse the amount allocated for plane tickets if they have been purchased. Therefore, the organization should be prepared to incur other financial obligations that will not be reimbursed by SORF if the trip is canceled.
      
      In order for SORF to reimburse its portion of the plane tickets, the unused plane tickets must be submitted to the SORF Office with an Expenditure Request. Plane tickets become the property of the SORF Office and cannot be redeemed at a later date for travel.
   2. If a mandatory evacuation order is issued while an organization receiving SORF funds for their international travel is in that country, students who are in the country are required to contact the nearest U.S. Embassy or Consulate for guidance.