Student Travel

Staff and faculty are encouraged to submit student travel documentation 10 days before departure.

TSA reminds travelers of REAL ID identification requirements Effective OCTOBER 1, 2020

The White House announced that vaccines will be required for international travelers coming into the United States, with an effective date of November 8, 2021. For purposes of entry into the United States, vaccines accepted will include FDA approved or authorized and WHO Emergency Use Listing vaccines.

Student Travel Approval Process

Steps for Responsible University Employee(s)

Steps for Students

Initiating the approval process: The student travel approval process needs to be initiated by the responsible university faculty and/or staff member that is sponsoring/overseeing the travel. Faculty and staff must have all trip information (airline confirmations, lodging details, etc.) before requesting approval through Student Travel. Students should not be reaching out to the student travel office to register travel in the system.

Who is the responsible university employee? If general questions or concerns arise during the trip, the Responsible University Employee for the trip is the primary point of contact. This includes, but is not limited to, changes in flight itinerary, issues with accommodations, planned trip activities, and if a participant becomes ill and is in need of medical attention.

First-time faculty/staff users: In order to be added to the system properly, first-time users must set up a meeting with the Student Travel Office by emailing studenttravel@utep.edu. Any employee with a @utep.edu email address is eligible to set up an account; however, the Student Travel Office must work with each new user to ensure they are assigned the appropriate permissions.

The benefits of student travel are numerous - increased confidence and self-awareness, an understanding of cultural differences and infinite opportunities to network. Whether a student travels domestically or internationally, to share their research, present an academic paper, participate in a conference, engage in a musical performance or faculty-led program, the benefits of student travel go far beyond the actual trip. The information contained in this website, provides important information about student travel safety, processes, and related policies and serves as a helpful resource for faculty, staff and students.

This policy applies to currently enrolled Students taking part in travel to attend activities or events that are:

organized and sponsored by the University; and
occur more than twenty-five (25) miles from the University campus.

The types of activities and events covered by this policy include but are not limited to academic course related field trips, Recreational Sports club trips, the activities of recognized student organizations, and meetings and conferences of academic organizations where a Student is attending/participating due to their affiliation with the University. Visit Student Travel Policy for University Organized or Sponsored Events for more information

Study Abroad

Study Abroad/Study Away trips require additional steps. If the student travel is a Study Abroad/Study Away trip, contact the Office of International Programs and Study Abroad FIRST as additional forms are required.