International Business Travel

International Business Travel Registration (IBTR) is Auburn's system for registering university-related travel outside the United States.
Registration connects travelers with important insurance coverage, emergency support resources, and travel alerts while helping the university provide assistance when needed. 

Information Sessions

Sessions are held for guidance with your travel registry in case something additional is needed that you may have not been aware of previously. These sessions are pop in/out, as needed.

Tuesday afternoons In-Person at 2pm.

  • Location: 100 MW Smith Hall

Friday Mornings Virtually at 9am via Zoom, follow link below.

 

Additional forms you may be asked to complete:

  1. If your travel plans change or are cancelled, please edit or cancel your trip within your Business Travel Registration. Our office will be alerted of these changes. If edits or support is needed within 24 hours (such as extended insurance) please contact our emergency support email, emgauab@auburn.edu for immediate assistance.
  2. Traveling to Cuba: If traveling to Cuba, an additional form will generate with your registration. You will be directed to print, sign (cannot be digital signiture), and upload within the Cuba registration item.

Deadline for submitting a Business Travel Registration: 30 Days before Departure Date.

If the country in which you are traveling currently has a DOS rating of 3 or 4, please submit 60 days prior to departure date. The process for approving these submissions can take much longer than adding a registry. Further, some countries may/may not have higher risk regions which can be dangerous within a Level 2. Always check with www.travel.state.gov.

Information you need to complete a Business Travel Registration:

  1. Passport info: Before travel registry submission - is your passport up to date?
  2. Emergency contact info: Name, relationship to traveler, phone number, and email.
  3. For faculty/staff: Please have a simple email approving your travels to your destination, purpose of travel, and travel dates which would reflect the dates of out office. 
  4. For Students: Travel registry will deploy a form requesting approval for travel, destination, travel dates, and a FOAP. Please remember to include a signature from your supervisor. 
  5. Before submitting any type of travel registry, verify that your FOAP (Fund, Organization, Account, Program) is entered correctly. An incorrect FOAP requires correction at the department level and creates unnecessary back-and-forth that can further delay processing. If you are unsure of your department's FOAP, please confirm with your department administrator before submitting your request.

Students traveling on Business Travel:

Students on business travel will use Business Travel Registry as well to register all business travel outside of the 50 United States.

If the destination is at advisory level 3 or higher, the traveler will be required to complete a risk assessment form within the registration tool once they have created their trip.

For reimbursement: Submitting the signed Supervisor Form and the notification email from Terra Dotta stating "Application Items Complete" would verify your approval to travel outside of the 50 united states.

For any questions, please email travreg@auburn.edu.

Can dependents accompanying Business Travelers be insured on the same insurance plan?

Travelers can also insure accompanying dependents in the same AU International Emergency Travel Insurance at $5.00/per day.

What type of dependents can be insured?

The AU International Emergency Travel Insurance defines dependents as “a spouse” or “child(ren) of 26 years of age or younger” or “a registered caregiver” of the AU BusinessTraveler. No friends, grandparents, cousins, or individuals other than the traveler’s spouse or child(ren) or their documented caregiver can be covered under this insurance.

How to pay for your dependents?

We now accept dependent payments online using major credit cards (Mastercard, Visa, or Discover) at the following link: https://aub.ie/businesstraveldependent. The Travel Insurance Coordinator will send you an email with your dependent's name, number of days listed, and how much to pay. Once payment is submitted, you will then receive a confirmation email from the Travel Insurance Coordinator titled "Payment Received".

My International Business Travel Registration has been processed and I need to add a dependent?

You can add a dependent at any time! To add a dependent, log back into your Business Travel Registration portal and edit your trip. You will be able to edit this through the Form: Dependent Traveler(s) or any subsequent dependent forms if you had previously registered at least one dependent.

CONTACT INFORMATION IN CASE OF EMERGENCY ABROAD

The most important emergency support preparation step is to download the AlertTraveler app to your phone. Information on how to do this can be found within your International Business Travel Registration portal.

AlertTraveler will provide you with real-time information and alerts. You will also have access to an SOS tab, which will connect you with local emergency services, the Auburn Abroad emergency support line, and the closest USA consulate.

In addition to the AlertTraveler app, before you leave for your trip, keep these contact phone numbers at your destination:

  • The local emergency support services (ambulance, fire, policy: this is usually a 3 digit number similar to the 911 number we use in the US.
  • Your hotel front desk (or other housing contact, on-site vendor). These contacts can provide information on the closest hospital, physician, pharmacy, or other medical services.
  • Closest USA Consulate (or if not USA citizen, number of your country’s consulate.
  • Red Cross or equivalent, at your destination.
  • Copy of your AU International Emergency Travel Insurance card
  • Download AU Emergency Contact card  (need link)

Contact CISI - AXA Assist to start a case, especially if you go to a hospital.

Once you are safe and secure, notify the Auburn Abroad Emergency Team, they are on-call 24/7:

  • email: emgauab@auburn.edu 
  • call/text: 001-334-524-4921
  • AlertTraveler app: Utilize the SOS feature
  • Auburn University Public Safety: +1-334-750-9795

UTILIZING INTERNATIONAL EMERGENCY TRAVEL INSURANCE

Emergency Situations

  • Injury, hospitalization, security, etc.

Pre-existing Conditions/Continuous Care

  • Complete the AXA Medical Form and AXA Assistance USA Release of Medication Information.

Mental Health

  • Continuation or new situation.

Non-Urgent Care

  • Illness, medications, etc.

Welcome Email

  • This has your brochure, ID card, consulate letter, claim form, and links for the CISI app

Download the CISI app - 24/7 access to ID card, locate a provider, contact information

  • Features: Itinerary that you can change
  • Features: Check-In options

FILING A CLAIM

You can find a fillable claim form on pages 11 and 12 at the bottom of the benefits package

Tips for Submitting a Claim:

  • Keep all receipts. Receipts need to be easy to read, including cost information, and date of service.
  • Receipts need to list medical procedure, name of practitioner, hospital, etc. (Insurance company will decide if receipts need to be translated when exchange rate is applied).
  • You will need to complete and sign the claim form, attach all receipts and send to address on the claim form.
  • Claim response turnaround can take up to 60 days, notify the AU Travel Coordinator if you have not heard back by that time. We will request a response explaining the delay, the call can speed up any claims that are “stuck”.

FAQs

  • What is the cost of the AU International Emergency Travel insurance?
    • $3.00 per day traveled
    • Effective August 15, 2025: Premium per business traveler per day increased to $3.00.
  • Who pays for the AU International Emergency Travel Insurance?
    • The department whose FOP is listed on the traveler’s Business Travel Registry.
  • Is this the same insurance for all AU Faculty, staff or student (study abroad) travelers?
    • Yes.
  • Can an AU Business Traveler be enrolled in this insurance for their vacation?
    • No, the policy does not cover vacation activities.
  • Can an AU traveler with a Business Travel Registry waive out of the AU International Emergency Travel Insurance Plan?
    • No, Auburn University has chosen this insurance plan to provide protection to AU Travelers. There is no waiver mechanism. This is the case even if the traveler is also covered by conference or other insurance.

PASSPORT INFORMATION:

  • Travelers are required to check the passport and visa requirements for all their trip destinations. Do this at least 6 months before your planned departure date.
  • To get a new US passport and renew an expiring passport: go to www.travel.state.gov. 
  • Note that processing ties for new or renewing passports can vary based on the time of year, it takes longer in the spring because many people travel abroad in the summer month. Expect 1-3 months for processing.
  • The passport expiration date should be AT LEAST 6 months from the return date of the trip, if less, plan to renew the passport.

FIND OUT IF YOU NEED A VISA FOR YOUR DESTINATION:

  • Check the Embassy/Consulate Website for your destination country to see if you need to have a Visa (this is a travel document NOT a credit card).
  • A visa is a document pasted into your passport or a separate document that you keep with your passport that gives you permission, in writing, to enter the country requiring the visa.
  • This Visa requirement can be diHerent for diHerent nationalities entering the same country, or for individuals staying in the country for diHerent reasons or durations.
  • If the country requires you to have a visa, you will not be able to get on the international flight to your destination without the visa.
  • You will have to apply for a visa, usually you can only do this 90 days before your arrival date.
  • Most visa application packages require that you enclose your passport as part of this process.
  • Don’t plan to travel until you get your passport back with the visa. 

CHECK HEALTH AND SAFETY CONDITIONS AT YOUR DESTINATION:

  • Travelers must be aware of the entry and exit health and immigration requirements of the destination country and connecting airports in addition to airline carrier requirements. 
  • The following USA based resources oHer good information:
  • See side bars on this page for tips for specific types of travelers. Also check the travel, health and safety sections of the Embassy for your destination country.
  • Check Travel blogs for our destination for the following information:
    • Customs and Taboos
    • Key phrases, signage at destination
    • Currency, tipping, safely carrying currency, do you need currency? credit cards touchless charging
    • Transportation
      • Public Transportation
      • Taxis: Giving directions, touchless payment 
      • Auto Safety

PACKING ADVICE:

IMPORTANT: Always carry your passport, visa and immigration document with you, DO NOT PACK THEM. You will need them to get on the plane and as soon as you get off the plane, you will not be able to retrieve these documents from checked luggage.

OTHER INSURANCE COVERAGE TO CONSIDER:

  • Airfare Insurance: AU Travelers are strongly encouraged to purchase this from airline carrier, check AU PBS requirements if you want to be reimbursed for this travel expense. 
  • Trip Cancellation Insurance is an individual choice, individual cost, not reimbursed by AU PBS.
  • Domestic Insurance: Continue your USA domestic insurance while traveling. It will be needed in cases where an injury abroad requires additional medical care while returning to the USA.

Resources

Can a Business Travel Registry Application be edited?

Yes! You can log back into your application and edit it at any point.

Lost Luggage?

Lost/stolen/delayed luggage is covered through CISI. You can call 855-327-1411 (US) and 312-935-1703 (Abroad).

Reimbursement:

You will no longer be required to upload proof of International Business Travel Registration for trip reimbursement. With the transition to Emburse, travel approvals will take place pre-travel.

You are now ready to access the on-line Business Travel Registration Portal:

Go to: https://travreg.auburn.edu/login. Select “Auburn Login” and log in with your AU credentials.

First Time Login Steps:

  1. Login to your account at travreg.auburn.edu
  2. Select Auburn Login and use your AU credentials to sign in
  3. Select three lines in the top left corner
  4. Select Profile
  5. Fill out the corresponding sections
    1. The “Home Hub” is the airport you will fly out of
  6. Select “Save” in the top right
  7. You are able to make updates at your preference. Make sure to save after your edit.

Steps to Add a Trip:

  1. Select three lines in the top left corner
  2. Select “Trips” 
  3. Select “Add a New Trip”
  4. Fill in the corresponding blanks 
    1. Select all applicable reasons for travelling
  5. To add multiple destinations, select “Add Destination”
  6. Select “Save” in the top right
  7. Select “Submit for Approval”
  8. Select “Submit” if applicable
Smart Traveler Enrollment Program (STEP)
Centers for Disease Control
US Dept. of State Country Information
Risk Assessment Form
Dietary Translation Cards
OANDA Travel Currency Converter