Financial Affairs
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INTERNATIONAL TRAVEL



Domestic Travel

International Travel

ProCard Program
Training Programs

Procurement Services is responsible for providing general assistance with the international travel procurement process. This includes establishing and maintaining preferred vendor relationships and other travel-related assistance.

Travel Guidelines

Benefits
Human Resources provides a Benefits While Traveling Internationally website that details individual benefit coverage during international travel. Specific international benefit questions may also be directed to the Benefits Department at x2-8232.

Cell Phone
AT&T (or other provider) offers plans that include a worldwide voice/data package. Not updating to an international voice/data package could result in extremely high usage fees.

Budget managers can add a worldwide voice/data plan by calling AT&T at (800) 331-0500 or by contacting Procurement Services at x2-7510. Below are the current rates offered by AT&T (see AT&T's website for most current rates):

Voice (Blackberry, iPhone, Smartphone):

Data:  (Blackberry, iPhone, Smartphone):

  • 20MB Data Global Add-On for Smartphone & Laptop 
  • 50MB Data Global Add-On for Smartphone & Laptop
  • 100MB Data Global Add-On for Smartphone & Laptop 
  • 200MB Data Global Add-On for Smartphone & Laptop 
  • 500MB Data Global Add-On for Smartphone & Laptop 

Data (iPad, Tablet):

  • 50MB Data Global Add-On
  • 125MB Data Global Add-On
  • 275MB Data Global Add-On
  • 800MB Data Global Add-On

Conference Registration
Conference registration may be paid via a university ProCard or through a voucher payment request.

Embargoed Countries
Employees who will be requesting expense reimbursement for travel to countries appearing on the United States Department of the Treasury's Office of Foreign Assets Control's Sanctions Program List as embargoed countries are required to contact the Office of General Counsel both prior to and upon completion of their scheduled travel. Reimbursement requests will not be processed without proper documentation being presented to and approved by the OGC.

In addition, employees should be aware that, pursuant to federal rules, reimbursement of expenses may be limited to the published United States Department of State's per diem rate for the embargoed country. The university will not reimburse non-employee travel expenses to embargoed countries.

Exchange Rates
Be aware that the value of the US dollar will greatly differ based on the country where you are traveling. To see the most current exchange rates, visit the following site: http://www.oanda.com/currency/converter/

Export Controls
When DePaul faculty and staff hand-carry or ship controlled items abroad, they potentially trigger export compliance requirements. If you are hand-carrying or shipping equipment internationally such as items with military applications or lap tops and cell phones, which may have certain microprocessors or encryption software or contain technical data, please contact the Office of the General Counsel at x2-8865.  The OGC will assist in determining whether the proposed export complies with United States law and whether a license is required. Departments may be responsible for license costs incurred.

“Export Controls” refers to regulations primarily enforced by three federal government agencies (the Department of State, the Department of Commerce and the Department of the Treasury) that govern what hardware, software and technology can be exported from the United States by any means.

Hotels
Procurement Services has a preferred vendor relationship with Club Quarters who has international locations.

Grant Funded Travel
The Office of Sponsored Programs and Research (OSPR) has extensive training available on international travel rules and regulations. If your international travel is funded as part of a grant, be sure to visit their training module online or contact OSPR at x2-7388 prior to booking your trip as their may be restrictions on booking airfare.

Please note that grant funded travel MAY NOT be paid with the ProCard. Departments utilizing grant funds to pay for airfare should make payments out of pocket and submit a reimbursement request.

Additionally, many grants have restrictions on what airline carriers they may use (e.g. only US based airlines). Please check with OSPR or the grant agreement before ordering any airline tickets.

Insurance
Faculty and staff traveling as part of an academic program must work directly with the International Programs Office to ensure proper insurance coverage. If departments are setting up an office classroom space or other permanent presence internationally; the Office of Risk Management must be consulted.

Rental Cars
All of DePaul's preferred rental car companies (Avis, Enterprise, Hertz and National) offer service internationally. For discount codes and rates, please visit each companies Preferred Vendor page.

Any individual operating a vehicle internationally, as a direct responsibility for their work with DePaul, should consult the Office of Risk Management to ensure they have proper insurance coverage.

Other Expenses
Personal expenses incurred while away (magazine purchases, movie tickets/fees, club fees, etc.) are not reimbursable.