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Global Cornell

Cornell University

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.

⚠️ Important: Start your preparation 12 weeks before departure to allow adequate time for approvals, especially for elevated-risk destinations. Cornell travel to elevated or war-/conflict-risk destinations is restricted, and where permissible, requires additional precautions and preparations. Accordingly, it is recommended that you consult with IHSS, RMI, and Export Controls as early as possible in your travel planning to obtain any necessary clearances. If, after review, it is determined that the travel would be imprudent based on the particular facts and circumstances, the University may withhold sponsorship of the proposed travel.

Research Your Destination and Requirements

Timeline: 10-12 weeks before departure

Travel Documents 

  • Research and obtain required travel documents
    • Passport: Apply/renew with plenty of validity remaining
    • Visa/permits: Research requirements and apply early
    • For insurance certificates: Forward your trip registration receipt to global@gallagherstudent.com and risk_mgmt@cornell.edu with your legal name, travel dates, destinations, and needed-by date

Cornell Policies and Approvals

Additional Approvals May Be Needed 

Safety 

Cultural & Practical

  • Learn about local customs, laws, and cultural norms
  • Identify safe accommodations and transportation
  • Pack appropriately for climate and cultural expectations
  • Download useful apps (translation, transportation, etc.)

Understand Insurance Coverage

Cornell-Provided Emergency Coverage

Personal Health Insurance Coverage

  • Cornell's emergency coverage is limited. Ensure you have personal coverage for:
    • International treatment
    • Routine and preventative care (e.g., wellness visits, physical exams, gynecological care)
    • Non-emergency medical expenses
    • Mental health and substance abuse treatment
  • If you have pre-existing conditions:
    • Research treatment availability at your destination
  • Understand pre-payment requirements and out-of-pocket costs

Special Considerations

  • Travel to certain war-/conflict-risk countries (e.g., Israel, Haiti, Cuba, Ukraine, Russia) may have reduced or no insurance coverage, even with a premium surcharge per traveler (if travel is approved)
  • Purchase supplemental insurance if needed

Register Your Travel

Timeline: Recommend 30-days minimum (standard destinations)

Required for All Destinations

For Elevated-Risk Destinations

Cornell travel with students to elevated risk destinations requires additional precautions, preparation, and approvals. 

  • Submit ITART petition 4-6 weeks before departure. The Travel Registry will prompt you to complete an ITART petition.
  • Provide all required supporting documentation
  • Consult with IHSS, RMI, and IRB, and Export Controls as recommended

For War-/Conflict-Risk Destinations - 45+ days before travel

If you are traveling to a war-/conflict-risk destination (as noted in the “Petition or Special Approvals Required” column of the elevated risk destination list), the university’s insurer requires additional reviews, and if travel can be supported, there will be additional premium surcharges. 

  • Submit additional information 45+ days before travel
  • Visit the Risk Management website for additional information on travel to restricted countries. 

Additional Requirements

  • Complete Export Controls questionnaire if prompted when completing the Travel Registry
    • Early consultation with the Export Controls office can facilitate compliance and smooth travel
  • Register with U.S. STEP Program (if you hold a U.S. passport)

Complete Health Requirements and Medical Preparations

Timeline: 4-10 weeks before departure (some vaccinations require multiple doses over several weeks)

Health Consultation

  • Schedule travel health consultation with your physician
    • Bring your travel itinerary, accommodation details, and planned activities to your appointment

Documentation

  • Complete Health Self-Assessment for International Travel
  • Obtain any additional health clearances required by your program or destination country

Vaccinations & Medications

  • Get required and recommended vaccinations for your destination
  • Obtain prescription medications and preventive treatments
  • Request extra prescription medications in case of travel delays
  • Get vaccination records/certificates if required for entry

Additional Considerations

Mobile Devices and Technology

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

📞 Need Help?

Questions or Assistance