International Travel Pre-Departure Checklist for Cornell Faculty and Staff

We recognize there are many steps to planning a trip. We have developed a detailed checklist for Cornell faculty and staff to help simplify the process.

Cornell Requirements

• Register your trip with Cornell's Travel Registry. It’s required for all faculty, staff, and students

Relevant Cornell Policies and U.S. Laws

• Risk Management for International Travel, University Policy 8.5. Cornell University requires its students, staff, and faculty to follow established procedures when traveling outside of the United States of America on Cornell business
• Pandemic Travel Policy, Guidelines, and Recommendations. For the foreseeable future, this policy will remain in effect alongside Cornell’s existing Risk Management for International Travel policy
• Travel Expenses, University Policy 3.2. Outlines the financial-related aspects of traveling on Cornell business. See Paying for Travel (NetID login required) for additional resources
• Ensure that your applicable research is either exempted from review or approved by Cornell’s Institution Review Board (IRB) before you begin
• Comply with applicable export control laws, including all devices, software, and data that you plan to take outside the U.S.

Paperwork and Documents

• Make sure you have a valid passport. Your passport should not expire less than 6 months prior to your return to the United States. Non-U.S. citizens' passports should be valid for a longer period
• Determine if you will need an entry visa for any of the countries you plan to visit
• Photocopy or take a picture of your passport, visa(s), insurance card, credit card(s), tickets, and other personal documents, and give copies to someone you trust at home
• Book flights and hotels through your department's preferred vendor (Concur, Stovroff & Taylor Travel, and AAA offer direct billing for Cornell business)
• If travel is funded by a grant or a specially designated account, review the Fly America Act and confirm flight options with the department financial administrator or financial transaction or business service center before purchasing tickets

Other Notifications and Registrations

• Let your bank and credit card issuers know your travel plans. Ask whether your cards will work in your destination. Inquire about fees and partner banks
• Register with your country's embassy or consulate. U.S. citizens should register with the U.S. Embassy’s Smart Traveler Enrollment Program (STEP), a free service that allows the Department of State to better assist you in an emergency. Travelers will also receive important information from the Embassy about safety conditions in your destination country, helping you make informed decisions about your travel plans

Health and Safety

• Cornell has put together a number of health and safety resources to help with planning
• Conduct a self-assessment of your existing health conditions in consultation with your medical providers

Mobile Devices and Technology

• Check to see if your cell phone and subscribed service will work abroad
• Review Cornell IT's Travel Internationally with Technology information before traveling

General Country-Specific Education and Awareness

• Review the current country report, travel advisories, political summary, and medical and security alerts from the U.S. Government, Centers for Disease Control, and/or other reliable sources for your destination locations. Take appropriate actions, as recommended in country reports and travel advisories
• Ensure that you are aware of any key dates, holidays, or events that may occur during your visit
• Educate yourself about local culture and customs
• Be sure you know the location of the nearest hospital or medical facility in the country/countries where you are traveling

Stay Connected with Cornell Library Services

• Library cultures and access policies differ greatly around the world.  Many libraries, including many of the major libraries of Europe, are closed stack (i.e., browsing books on the shelves is not permitted). They may also have very limited hours of operation and may charge access fees. Some libraries require a letter of introduction from a librarian just to use the facility. Cornell Library is happy to provide these letters; just let them know when and where you're going. You may also ask us to help identify libraries useful for your particular research

Important Documents and Items to Pack (Not in Checked Luggage)

• Valid passport and travel visa
• All cash, credit cards, and other forms of payment
• Any invitation letters from host organizations or institutions. Contact details for host
• Copy of the International SOS membership card
• An extra photo ID, if available
• Health insurance card
• Sufficient cash for out-of-pocket expenses that cannot be charged with a credit card. Keep in mind that credit cards are not always accepted in all locations
• Copies of air travel, car rental, and hotel reservations
• Phone number(s) and address(es) of the U.S. embassy and consular offices for the country(ies) you will visit. Non-U.S. citizens should carry the corresponding information for the country that issued their passport
• Sufficient quantities of your prescription medications, including extra for any travel delays that may arise. Keep in original containers with corresponding prescriptions
• If you don't speak the local language, it can be helpful to bring printed copies of your hotel map and address written in the local language (for all hotels during your stay) to show taxi drivers. Hotels that cater to Westerners often provide an "address card" in the room or at the concierge desk for this very purpose. A version of these cards can usually be downloaded on the hotel's website prior to travel