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Risk Management

Domestic Travel Insurance

Traveler

*If you are Staff/Administration/Faculty traveling within the United States, purchasing additional insurance is not necessary.

Traveler with Students Academic Trip

*If you are traveling with students to Canada or Mexico for a conference, workshop, etc., please continue with the following guideline:

  1. Traveler must complete, sign, and attach the following documents:
    • Travel Authorization Application (attach check requests for travel advance, if needed)
    • Print the Current Travel Warnings page by clicking here. Even if your destination isn't listed as part of the current warning, please proceed to print the list and attach it to your Travel Authorization Application.
    • See #3 for purchasing travel insurance. 

       

  2. Obtain signature of the VP, Chair, or Dean of your department or school on the Travel Authorization Application.

     

  3. To purchase insurance coverage for your group, proceed to the TravelHub website. Attach your paid receipt to your Travel Authorization Application for committee approval. (Similar to purchasing an airline ticket, travelers will need to purchase "Misc. Trips & Short Term Activities" insurance coverage as part of their Travel Authorization Application). Even if you print your PayPal receipt, you must also print out the TravelHub receipt page as sepcified in the instructions found here:
  4. Where to send your documents:
    • Scan your Travel Authorization Application into your computer.
    • Scan the Current Travel Warnings list into your computer.
    • Scan your International Insurance Application into your computer.
    • Save the group list as an excel file in your computer.
    • Scan your TravelHub insurance receipt into your computer.
    • Attach these five electronic files to an email and send that email to the OFFICE OF THE PROVOST and the OFFICE OF RISK MANAGEMENT.

       

  5. When the Provost's Office verifies all required documents are complete, the documents will await Executive Committee action.

     

  6. Traveler/leader to complete the top portion of the Waiver of Liability and Assumption of Risk Agreement on behalf of the named participant. Print and distribute forms for participants' signature. Keep a copy of the signed waiver and send a scanned document to Risk Management at risk@lasierra.edu.

     

  7. Print out the Medical Treatment Authorization forms for each student to sign. Retain this form for the duration of your trip and shred upon return.

     

  8. Traveler/leader to obtain emergency contact information from each student participant. Fill out the Emergency Contact Information List with the students' contact information. Provide copies of this completed form to the dean or chair of your department prior to departure.

     

  9. Upon conclusion of your trip, submit an Expense Report itemizing your travel expense, including the receipt for the TravelHub insurance coverage to the Accounting office.

Documents:

  1. Proposal for Off-Campus Study Tours
  2. Travel Authorization Application
  3. Current Travel Warning
  4. Accident Insurance Application
  5. Study Tour List
  6. Waiver of Liability and Assumption of Risk Agreement
  7. Medical Treatment Authorization*
  8. Emergency Contact Information List
  9. Expense Report (upon returning from trip, optional)

*The Medical Treatment Authorization Form and the Medical History Form are for students traveling on a university-sponsored trip, should be kept in possession of the university trip leader and shredded upon return. These forms are to be used in the event of an emergency situation where the injured person may be unable to give permission or sign for medical treatment*

General Travel Information:

Clubs & Organizations

*For trip approval for clubs and organizations, please continue with the following guideline:

  1. Group leader must log in to his/her orgsync page.
  2. Click on the organization's name.
  3. Select the "Calender" tab on the left hand side.
  4. Select the date in which the event will take place.
  5. Select "Create Event."
  6. Fill out the requested information.
  7. Approval of events will take place every Friday at 9:00am by the OSI Council.
  8. Group leader will be notified of event approval.
  9. Once approved, the group leader must fill out and complete the top portion of the Waiver of Liability and Assumption of Risk Agreement for the students. Then, print out the form for each student to sign. Keep a copy of the signed waiver and send a scanned document to Risk Management at risk@lasierra.edu.
  10. Applying for insurance is optional for student groups staying within the United States. You may follow instructions to purchase additional coverage through TravelHub:
  11. Print out the Medical Treatment Authorization forms* for each student to sign.
  12. Driver Clearance
  13. Upon conclusion of your trip, should you require a reimbursement for your expenses, submit an Expense Report with original receipts to the Accounting office.

 

Documents:

  1. Waiver of Liability and Assumption of Risk Agreement
  2. Insurance Instructions
  3. Medical Treatment Authorization*
  4. Expense Report (optional)

*The Medical Treatment Authorization Form and the Medical History Form are for students traveling on a university-sponsored trip and should be kept in possession of the university trip leader and shredded upon return. These forms are to be used in the event of an emergency situation where the injured person may be unable to give permission or sign for medical treatment*

 

International Travel Insurance

Traveler

*If you are Staff/Administration/Faculty traveling outside of the US or Canada without students, please continue with the following guideline:

  1. All travelers need to complete and sign the Travel Authorization Application (attach check requests for travel advance, if needed).

     

  2. Print the Current Travel Warnings page by clicking here. Even if your destination isn't listed as part of the current warning, please proceed to print the list and attach it to your Travel Authorization Application.

     

  3. Obtain signature on the Travel Authorization Application as needed (e.g., VP, Chair, Dean).

     

  4. To purchase your insurance coverage, proceed to the TravelHub website. Attach your paid receipt to your Travel Authorization Application for committee approval. (Similar to purchasing an airline ticket, travelers will need to purchase "Short Term Travel" insurance coverage as part of their Travel Authorization Application). Even if you print your PayPal receipt, you must also print out the TravelHub receipt page as sepcified in the instructions found here: 
  5. Where to send your documents:
    • Scan your Travel Authorization Application into your computer.
    • Scan the Current Travel Warnings list into your computer.
    • Scan your TravelHub insurance receipt into your computer.
    • Attach these three electronic files to an email and send that email to the OFFICE OF THE PROVOST.

       

  6. When the Provost's Office verifies all required documents are complete, the documents will await Executive Committee action.

     

  7. The approved Travel Authorization Application is sent to the Accounting Office for processing.

     

  8. As part of your travel arrangement, please register your trip with the U.S. Embassy or Consulate nearest your destination before arrival in-country and keep the Embassy or Consulate informed of your whereabouts while in-country. This should be done online: http://travel.state.gov/travel/tips/registration/registration_4789.html (optional).

     

  9. Upon conclusion of your trip, submit an Expense Report itemizing your travel expense, including the receipt for the TravelHub insurance coverage.


Documents:

  1. Travel Authorization Application
  2. Current Travel Warning
  3. TravelHub insurance application (complete in order to receive receipt)
  4. Travel registration with Embassy (optional)
  5. Expense Report (upon returning from trip, optional)


General Travel Information:

Traveler with Students

*If you are traveling with students for a conference, workshop, etc. outside of the US or Canada, please continue with the following guideline:

  1. Traveler must complete, sign, and attach the following documents:
    • Travel Authorization Application (attach check requests for travel advance, if needed)
    • Print the Current Travel Warnings page by clicking here. Even if your destination isn't listed as part of the current warning, please proceed to print the list and attach it to your Travel Authorization Application.
    • Please see approval process on OrgSync through Clubs & Organizations. 

       

  2. Obtain signature of the VP, Chair, or Dean of your department or school on the Travel Authorization Application.

     

  3. To purchase insurance coverage for your group, proceed to the TravelHub website. Attach your paid receipt to your Travel Authorization Application for committee approval. (Similar to purchasing an airline ticket, travelers will need to purchase "Short Term Travel" insurance coverage as part of their Travel Authorization Application). Even if you print your PayPal receipt, you must also print out the TravelHub receipt page as sepcified in the instructions found here:  
  4. Where to send your documents:
    • Scan your Travel Authorization Application into your computer.
    • Scan the Current Travel Warnings list into your computer.
    • Scan your International Insurance Application into your computer.
    • Save the group list as an excel file in your computer.
    • Scan your TravelHub insurance receipt into your computer.
    • Attach these five electronic files to an email and send that email to the OFFICE OF THE PROVOST and the OFFICE OF RISK MANAGEMENT.

       

  5. When the Provost's Office verifies all required documents are complete, the documents will await Executive Committee action.

     

  6. Traveler/leader to complete the top portion of the Waiver of Liability and Assumption of Risk Agreement on behalf of the named participant. Print and distribute forms for participants' signature. Keep a copy of the signed waiver and send a scanned document to Risk Management at risk@lasierra.edu.

     

  7. Print out the Medical Treatment Authorization forms for each student to sign. Retain this form for the duration of your trip and shred upon return.

     

  8. Traveler/leader to obtain emergency contact information from each student participant. Fill out the Emergency Contact Information List with the students' contact information. Provide copies of this completed form to the dean or chair of your department prior to departure.

     

  9. As part of your travel arrangement, please register your trip with the U.S. Embassy or Consulate nearest your destination before arrival in-country and keep the Embassy or Consulate informed of your whereabouts while in-country. This should be done online:http://travel.state.gov/travel/tips/registration/registration_4789.html(optional).

     

  10. Upon conclusion of your trip, submit an Expense Report itemizing your travel expense, including the receipt for the TravelHub insurance coverage to the Accounting office.

Documents:

  1. Travel Authorization Application
  2. Current Travel Warning
  3. International Insurance Application
  4. Study Tour List
  5. Waiver of Liability and Assumption of Risk Agreement
  6. Medical Treatment Authorization*
  7. Emergency Contact Information List
  8. Travel registration with Embassy (optional)
  9. Expense Report (upon returning from trip, optional)

*The Medical Treatment Authorization Form and the Medical History Form are for students traveling on a university-sponsored trip, should be kept in possession of the university trip leader, and shredded upon return. These forms are to be used in the event of an emergency situation where the injured person may be unable to give permission or sign for medical treatment*

General Travel Information:

Study Tour Program

*If you are faculty planning a Study Tour Program, please continue with the following guideline:

  1. Download the Proposal for Off-Campus Study Tours form, fill it out completely, and return it to the Provost's office for approval.

     

  2. Upon approval of Proposal for Off-Campus Study Tours form, complete, sign, and attach the following documents:
    • Travel Authorization Application (attach check requests for travel advance, if needed).
    • Print the Current Travel Warnings page by clicking here. Even if your destination isn't listed as part of the current warning, please proceed to print the list and attach it to your Travel Authorization Application.
    • See #4 for purchasing travel insurance through Travel Hub.
    • Fill out the study tour list containing the names of the registered students attending the study tour. Please be sure to include all participants in this list (i.e. non-credit community, and family members traveling on the study tour).
    • Complete the top portion of the Waiver of Liability and Assumption of Risk Agreement on behalf of the named participant. Print and distribute forms for participants' signature. Keep a copy of the signed waiver and send a scanned document to Risk Management at risk@lasierra.edu.

       

  3. Obtain signature of the VP, Chair, or Dean of your department or school on the Travel Authorization Application.

     

  4. To purchase insurance coverage for your group, proceed to the TravelHub website. Attach your paid receipt to your Travel Authorization Application for committee approval. (Similar to purchasing an airline ticket, travelers will need to purchase "Misc. Trips & Short Term Activities" insurance coverage as part of their Travel Authorization Application). Even if you print your PayPal receipt, you must also print out the TravelHub receipt page as sepcified in the instructions found here:
  5. Where to send your documents:
    • Scan your Travel Authorization Application into your computer.
    • Scan the Current Travel Warnings list into your computer.
    • Scan your International Insurance Application into your computer.
    • Save the group list as an excel file in your computer.
    • Scan your TravelHub insurance receipt into your computer.
    • Attach these five electronic files to an email and send that email to the OFFICE OF THE PROVOST and the OFFICE OF RISK MANAGEMENT.

       

  6. When the Provost's office verifies all required documents are complete, the documents will await Executive Committee action.

     

  7. Print the Medical Treatment Authorization forms for each student to complete. Group leader to retain the Medical Treatment Authorization forms for the duration of the trip and to shred upon return.

     

  8. Group leader to obtain emergency contact information from each student participant. Fill out the Emergency Contact Information List with the students' contact information. Provide copies of this completed form to the dean or chair of your department prior to departure.

     

  9. As part of your travel arrangement, please register your trip with the U.S. Embassy or Consulate nearest your destination before arrival in-country and keep the Embassy or Consulate informed of your whereabouts while in-country. This should be done online: http://travel.state.gov/travel/tips/registration/registration_4789.html (optional).

     

  10. Upon conclusion of your trip, complete an expense report with original receipts and submit to the Accounting office.

 

Documents:

  1. Proposal for Off-Campus Study Tours
  2. Travel Authorization Application
  3. Current Travel Warning
  4. International Insurance Application
  5. Study Tour List
  6. Waiver of Liability and Assumption of Risk Agreement
  7. Medical Treatment Authorization*
  8. Emergency Contact Information List
  9. Travel registration with Embassy (optional)
  10. Expense Report (upon returning from trip, optional)

*The Medical Treatment Authorization Form and the Medical History Form are for students traveling on a university-sponsored trip, should be kept in possession of the university trip leader, and shredded upon return. These forms are to be used in the event of an emergency situation where the injured person may be unable to give permission or sign for medical treatment*

General Travel Information:

Traveler to Canada or Mexico

*If you are Staff/Administration/Faculty traveling to Canada or Mexico with students, please see guideline entitled "Traveler with Students Academic Trip" under the Domestic Travel Insurance heading.

**If you are Staff/Administration/Faculty traveling without students to Canada or Mexico, please continue with the following guideline:

  1. All travelers need to complete and sign the Travel Authorization Application (attach check requests for travel advance, if needed).

     

  2. Print the Current Travel Warnings page by clicking here. Even if your destination isn't listed as part of the current warning, please proceed to print the list and attach it to your Travel Authorization Application.

     

  3. Obtain signature on the Travel Authorization Application as needed (e.g., VP, Chair, Dean).

     

  4. To purchase your insurance coverage, proceed to the TravelHub website. Attach your paid receipt to your Travel Authorization Application for committee approval. (Similar to purchasing an airline ticket, travelers will need to purchase "Misc. Trips & Short Term Activities" insurance coverage as part of their Travel Authorization Application). Even if you print your PayPal receipt, you must also print out the TravelHub receipt page as sepcified in the instructions found here: 
  5. Where to send your documents:
    • Scan your Travel Authorization Application into your computer.
    • Scan the Current Travel Warnings list into your computer.
    • Scan your TravelHub insurance receipt into your computer.
    • Attach these three electronic files to an email and send that email to the OFFICE OF THE PROVOST.

       

  6. When the Provost's Office verifies all required documents are complete, the documents will await Executive Committee action.

     

  7. The approved Travel Authorization Application is sent to the Accounting Office for processing.

     

  8. Upon conclusion of your trip, submit an Expense Report itemizing your travel expense, including the receipt for the TravelHub insurance coverage.


Documents:

  1. Travel Authorization Application
  2. Current Travel Warning
  3. TravelHub insurance application (complete in order to receive receipt)
  4. Expense Report (upon returning from trip, optional)


General Travel Information: