Pre-Departure Planning
Our pre-departure resources provide you with everything to know before you go abroad.
Resources & Services
Pre-Departure Checklist
Complete the following steps prior to your trip abroad:
- Confirm that your trip is considered “Penn-Affiliated“.
- Check if your destination is considered a heightened risk region. Additional approval may be required.
- Complete the TravelSmart safety training.
- Apply for necessary visas. Read our Outbound Travel Visas page to learn more.
- Ensure your vaccinations are up to date, including necessary travel vaccinations
- Register your trip to be authorized to use Penn’s insurance and emergency resources.
- Review insurance and emergency resources provided to Penn travelers.
- Please refer to Penn’s International Travel Policies, Protocols, and Guidelines for more detailed information.
What is Penn-Affiliated Travel?
Access to International SOS membership, travel insurance and emergency resources applies to current faculty, staff and students while on Penn-affiliated travel abroad (outside of the United States).
Defining Penn-Affiliated Travel
Travel is considered Penn-affiliated when at least one of the following criteria applies:
- Travel that is completed within the course and scope of employment at Penn, regardless of funding source, including business, teaching, conference attendance, or research.
- Travel that is accompanied by Penn faculty or a staff member acting in his/her role as a Penn employee.
- Travel that is directly related to, or in support of, academic research or fieldwork.
- Student travel that is funded, in full or in part, by Penn or Penn-managed funds (grants, stipends, scholarships, fellowships, financial aid).
- Education Abroad that is pre-approved for Penn credit. This includes semester and year-long study abroad managed by Penn Abroad, summer study abroad managed by Penn Summer Abroad, short-term and immersion programs of any duration, and research that is tied to academic credit.
- Travel that is undertaken by one or more members of a student organization officially recognized and sponsored by the appropriate university entity and the purpose of travel is within the scope and mission of the University.
Guest Travel (Non-Penn Travelers)
Legal spouses and dependent children traveling with current faculty, staff and students on Penn-affiliated trips are eligible for Penn’s travel insurance program. Invited guests must be declared and pre-approved in advance of departure by emailing travelsafety@pobox.upenn.edu.
Penn-sponsored guests that will accompany a Penn trip and contribute to the academic and/or business mission of the trip may be eligible for Penn’s travel insurance program. Invited guests must be declared and pre-approved in advance of departure by emailing travelsafety@pobox.upenn.edu.
In general, Penn discourages inviting guests to participate on Penn-affiliated student trips abroad unless the guest’s participation actively contributes to the academic mission of the trip. Guests that are not in one of the categories listed above are not eligible for Penn insurance and are expected to acquire their own travel medical, evacuation and repatriation insurance.
Penn-Affiliated Travel Post-Graduation
There are some cases in which a student’s travel is still considered Penn-affiliated even after they graduate. Examples include:
- International travel post-graduation that is required for degree completion.
- International travel undertaken within 6 months post-graduation that is funded by Penn.
- The award/funding is granted while the student is still matriculated at Penn (i.e. senior year).
- The travel is within the scope of the student’s prior enrollment at Penn (i.e., leisure travel not covered).
- The President’s Engagement Prize, which will continue to be considered on a case-by-case basis since it is a rare occurrence that the funding is used outside of the U.S. and outside of home country.
Penn-Affiliated Travel Does Not Include:
- Personal travel, such as vacation.
- Group travel organized by students, without administrative oversight and unrelated to a recognized student organization or the purpose of travel does not meet scope and mission of the University.
- Instances when Penn faculty or staff has discussed a travel opportunity, forwarded information about travel that might be of interest, or posted information about travel opportunities offered by third parties but otherwise does not meet funding, credit, or organizational criteria above.
- Summer study abroad at another institution to earn “credit away”.
- Participating in a Penn online course or online degree program from a country outside of the United States.
Heightened Risk Travel
What is considered heightened risk travel?
Heightened security risk is defined as travel to a country designated “Level 4: Do Not Travel” by the U.S. Department of State and/or travel to a region rated “high” or “extreme” risk by International SOS.
Heightened medical risk is defined as travel to a country designated “Level 4: Do Not Travel” by the Centers for Disease Control & Prevention (CDC).
Click on the links below to find the risk rating for your destination country or region:
Source | Heightened Risk Category | Undergraduate Students | Graduate Students, Postdocs, Faculty, or Staff |
---|---|---|---|
Department of State | Level 4 | Petition Required | Travel with Caution |
International SOS | High or Extreme | Petition Required | Travel with Caution |
CDC | Level 4 | Petition Required | Travel with Caution |
Please note: International SOS rates regions and cities within a country, not necessarily the country as a whole. One country may have several risk ratings. If you need assistance determining the risk rating of your destination, please contact travelsafety@pobox.upenn.edu.
A list of recently updated travel advisories is available on our Travel Announcements page.
The Committee on International Travel Risk Assessment (CITRA) is charged by the Vice Provost for Global Initiatives and chaired by the Senior Director of Global Safety. The committee is dedicated to supporting Penn’s wide variety of research, professional development and academic opportunities abroad while ensuring the health and safety of Penn travelers.
CITRA primary functions include the development of international travel guidelines and the review of undergraduate travel requests to locations on the Heightened Risk Regions List. All decisions made by CITRA related to undergraduate student requests to travel to high-risk destinations include the input of both the staff and faculty members of the Committee, as well as appropriate faculty and staff representatives from the student’s school. In addition, international experts from across the University may be called upon to provide regional expertise when needed.
If you need to get in touch with CITRA, please e-mail travelsafety@pobox.upenn.edu.
CITRA Members
Regina Abrami
Professor of Political Science
Faculty Director, Global Program at The Lauder Institute
Artemis Koch
Executive Director, Global Support Services
Justin McDaniel
Professor of Religious Studies, Undergraduate Studies Chair
School of Arts and Sciences
Jaime Molyneux
Senior Director of Global Safety
Office of Risk Management and Insurance
Kristyn Palmiotto
Executive Director, Penn Abroad
Sarah Paoletti
Practice Professor of Law; Director, Transnational Legal Clinic
Undergraduate students* wishing to travel to a heightened risk location on a Penn-affiliated trip must complete the travel petition for approval. Please see the link below for the petition.
The petition process must be completed by the individual student traveler (if traveling alone) or, in the case of group travel, the trip leader who will be traveling with a group involving at least one undergraduate student.
Please submit your completed petition at least 4 weeks prior to the trip’s departure date. If you have a special circumstance and cannot adhere to this timeline, please contact us immediately.
*Penn Abroad students applying to an approved semester program or petitioning to participate on a non-approved semester program do not need to complete this process since it is already embedded within your study abroad application.
Access Undergraduate Travel Petition Here
If you have any questions or concerns about the petition process, please contact travelsafety@pobox.upenn.edu.
After You Submit Your Petition
CITRA will respond to your request within two weeks of receipt with either a final decision or a request for further information. When reviewing requests, CITRA considers a number of factors including, but not limited to, the academic value of the proposed travel, the student’s preparedness and understanding of the risks specific to the region, and whether the proposed trip complies with the applicable International SOS, CDC and/or U.S. Department of State guidance. Each travel request is evaluated on its own merit and risks are balanced with the academic value of the international experience. As needed, CITRA will call upon faculty and administrators with regional expertise to participate in the review process.
We strongly advise you not to confirm your participation on any trip prior to receiving CITRA approval.
Can CITRA Approval be Rescinded?
The safety of Penn students abroad is a priority. CITRA will continue to monitor locations where travel approval has been granted. In the event the risk rating changes and/or the security environment deteriorates, CITRA reserves the right to rescind approval or revise the conditions of travel.
While a petition is not required for Graduate Students, Postdocs, Faculty or Staff, we encourage all travelers to take the following steps before traveling to a heightened risk region.
- Register your trip in MyTrips to activate your insurance benefits and access to emergency resources. This is mandatory for Penn-affiliated travel.
- Review your insurance benefits and emergency phone numbers here.
- Consult with the U.S. Department of State, CDC and International SOS for destination-specific guidance on health and safety abroad.
- Register with STEP to enroll your trip with the nearest U.S. Embassy abroad.
- Visit family physician or Travel Clinic prior to departure to assess any health issues that may impact your travel.
- Obtain necessary vaccinations and prescription medications.
- Keep all medications in their original container, with your name on it, in your carry-on bag.
- Send a copy of your passport, daily itinerary, hotel information, flight details and local contact number to trusted friend/family member.
- Contact bank/credit card companies to alert them you are traveling.
- Carry cell phone with international coverage in case of emergency.
- Clean out wallet. Do not take valuables. Take only necessary items.
- Do not drive abroad. Always wear a seatbelt.
- Contact International SOS if you have any questions or concerns before or during your trip.
Outbound Travel Visas
Are you planning travel outside the U.S.? Your destination may require a visa. Processing times and application materials will vary by destination country, traveler citizenship, and visa type.
Who Needs a Visa?
If you are planning travel to a country for which you do not hold a passport may need a visa. A visa provides you with the clearance to enter a country and remain there within specified constraints, such as, but not limited to:
- Time frame for entry
- Time spent in the country
- Travel purpose (e.g., a tourist visa prohibits employment)
Your visa is reviewed by an immigration official at a port of entry or exit (e.g. airport, border crossing, seaport). Authorization can be an e-visa, an endorsed stamp within the traveler’s passport, or a document that accompanies the passport.
NOTE: Not all international travel requires a visa. This is determined according to both the travel destination and the passport(s) held by the traveler.
When Should You Apply for a Visa?
You should allow plenty of time for visa processing. It is advised to submit visa applications 2-3 months prior to your departure date. Consulates will need time to review your application and consider your circumstance, such as reason for applying, details of previous visits to the country and financial security.
What Type of Visa Do You Need?
Depending on your citizenship, destination, and activity, visa types will vary. You should check with the consulate or embassy, or a visa service like CIBT Visas or VisaHQ, for your visa type. Common types of visas include:
A tourist visa is used for leisure, study tours or group travel, general visits, and visiting family or friends. Depending on the country and individual circumstances, attending conferences may also fall under tourism. While non-business meetings or exploratory interactions may occur, no commercial activity or work is permitted on a tourist visa.
A student visa is used for students enrolling in a foreign institution. A student visa is typically required for full time study as well as semester or year-long study or exchange programs abroad. Students typically must provide proof of admission to the host institution as part of the student visa application.
Note: Penn students traveling abroad as part of a Penn course, and who will not enroll in a local university abroad, typically will not require a student visa.
Business visas are appropriate for business meetings, discussions, and activities abroad. However, business visas may not be used for compensation-generating activities, employment, or paid internships, as these will typically require a work visa.
Note: Some countries have non-business distinctions that fall between tourism and business. This category can include business meetings and non-remunerative activities such as presenting or attending conference. Consult the host country’s consulate website for specifics.
If you have a connecting flight in a country that is not your final destination, you may need a Transit Visa in order to pass through that country.
A work visa provides authorization for paid employment in the destination country. An employment offer letter is often required as part of a work visa application, and sponsorship materials may be required from the employer. Students pursuing an internship in another country may be required to obtain a work visa. Requirements vary significantly by country.
How Can You Apply for a Visa?
Penn Travelers have previously applied for visas directly through a consulate or embassy, or by using a visa application service. Please review the menus below for more information about these options.
You can apply for a visa directly through a consulate or embassy. This is a good option for experienced travelers and applications with little to no added complexities. Direct applications can also be a cheaper option for travelers looking to avoid additional processing fees.
To identify an Embassy or Consulate for your desired country of travel, please refer to the U.S State Department Website.
Penn travelers have found using a visa application service to be a helpful way of navigating the application process. While an additional fee is required, these services offer individual guided assistance and additional support in processing your visa application.
The University of Pennsylvania has negotiated special rates for the Penn community with CIBT Visas and VisaHQ. To access these rates, use the UPenn portal links below:
CIBT Visas
CIBT Visas is a visa agency offering visa processing services, passport services, and a variety of other travel document services. Information about visa requirements and other travel resources are available through the portal free of charge, while processing services are available for a fee.
Individual applicants seeking CIBT assistance should use the link below to access Penn’s negotiated service rates and to pay by credit or debit card. Applicants may also contact CIBT at +1-800-577-2428 or PlatinumServices@cibtvisas.com.
VisaHQ
Visa HQ is a visa agency that can assist with both individual visa applications and group visa services. Information about visa requirements is available through the portal free of charge, while processing services are available for a fee. Individual applicants seeking VisaHQ assistance should use the link below to access Penn’s negotiated service rates and to pay by credit or debit card. Applicants may also contact VisaHQ at support@visahq.com.
If you are interested in group visa services through VisaHQ, please contact Global Support Services directly for assistance.
Outbound Visas for Non-U.S. Passport Holders
If you are traveling abroad and you are not a US passport holder, it’s important to understand that the visa and immigration process may differ, especially when departing from the U.S. Consulates and Embassies are accustomed to processing visas from applicants who apply from within their home country, and US airlines and airports may also be unaware of nuances associated with your status. We recommend you take the following precautions:
- Add additional time to the normal processing period
- Carry information or documentation regarding your US residency and association with Penn, in addition to your home country passport
- If the visa requirements where you are traveling differ for you as a non-US citizen, be prepared with any documentation attesting to the different requirement (letter from host country Embassy/Consulate regarding the requirement for your nationality)
Location-Specific Visa Considerations
Schengen Visa
The Schengen area covers 26 EU countries without border controls between them. The Schengen visa is an authorization issued by a Schengen State that allows transit through or an intended stay in the territory of the Schengen States for no more than 90 days in any 180 day period (short stay visa).
Please consult the official Schengen Visa information site for a full list of countries whose citizens require a Schengen visa. US citizens do not require a Schengen visa, but will need to receive ETIAS authorization starting in May 2025.
ETIAS
Starting in 2025, US citizens traveling to EU member countries must register with the European Travel Information and Authorisation System. The intention of forming the system was to improve the security of EU member states within the Schengen region by capturing data on travellers that currently visit the area without a visa. More information on who needs ETIAS and application requirements can be found at the ETIAS official website.
Outbound China Visas
Travelers to China are encouraged to apply for a visa at least 2-3 months prior to departure, and should review the Entry and Exit Requirements section of the U.S. State Department’s country page for China. Please note that while no application result is guaranteed, applying as early as possible is strongly recommended.
Each Chinese consulate has different visa application requirements and processes. Visa applicants must apply to the consulate assigned to their consular district, which is based on the applicant’s state of residence. The applicant’s state of residence must be proven using either a state-issued driver’s license, a state ID, an official lease, or a utility bill (gas, water, or electric) in the applicant’s name. Residents of Pennsylvania will use the Chinese Consulate of New York.
An invitation letter is often required as part of the Chinese visa application. Here you can find a sample introductory letter and request form for an invitation letter from the Penn Wharton China Center.
Travelers may apply directly to the Chinese consulate in their consulate district, or they may elect to use a visa service provider. Using a service provider can be helpful to navigate the complexities of the visa process, though it does come with additional fees. Penn travelers may wish to use CIBT Visas or VisaHQ.
Destination-Specific Considerations
Depending on your destination, there may be additional considerations when planning your outbound travel or business activities abroad. Please see below for some common examples of destination-specific guidance and/or regulations.
ISOS Country Guides
Visit the International SOS Penn Portal and use the Search Destinations bar at the top of webpage to search for countries or cities of interest. The portal provides medical and security risk ratings along with comprehensive destination guides with medical, security and travel information.
International SOS is available 24/7 to provide medical and security advice and assistance to Penn travelers. This service is free to all Penn travelers. Contact International SOS at 215-942-8478 or philadelphia@internationalsos.com (Penn Member ID 11BSGC000012) to speak directly with a medical or security professional.
U.S. Department of State
Visit the U.S. Department of State’s International Travel website for country-specific information, including any travel advisories, entry, exit and visa requirements, health guidance, safety and security guidance, and much more.
Penn travelers to China frequently encounter China-specific travel questions, including:
- Outbound visas
- Travel health and safety
- Technology, privacy, and data
- Making payments
- Communication options
Review the China Travel Guidance document for updated guidance for Penn travelers to China as of May 1, 2024.
Travel to the Penn Wharton China Center
If you have been invited to participate at an event or activity at the PWCC, you will need an invitation and an introductory letter for the visa application. Please consult the following documents for assistance with the letters. For detailed visa requirements, please refer to the following resources:
US Department of State China Travel Advisory
Restrictions on travel to Cuba from the United States for all American citizens and U.S. residents continue to change. Please review the information below when considering travel to Cuba.
On June 9, 2022, the Office of Foreign Assets Control (OFAC) amended the regulations concerning categories of authorized travel to Cuba and imposed additional conditions on authorized travel. Information on these updates can be found on the ORS website.
If you are contemplating Cuba travel, please visit the for the most up to date guidance:
Anyone traveling on behalf of Penn, regardless of nationality or passport used, is subject to the OFAC regulations and may require a license from the U.S. government before engaging in certain activities in Iran or with Iranians.
Visit Iran Sanctions & Travel for the latest information from the Office of Export Control.
The Office of Foreign Assets Control (“OFAC”) of the US Department of the Treasury administers and enforces economic and trade sanctions based on US foreign policy and national security goals. If your destination is under an OFAC sanction, additional documentation and licenses may be required in order to travel.
TravelSmart
This virtual training is dedicated to helping you prepare for safe travel abroad and will review a variety of resources available to all Penn-affiliated travelers including students, faculty, staff, and post-docs.
Training Overview
TravelSmart provides important resources that are available to you as a Penn-affiliated traveler. You will have to click through each of the numbered topics in the training to navigate your way through the course, gathering key resources and information. TravelSmart virtual training is available to the Penn community on Workday (requires PennKey authentication).
You do not have to complete the course in one sitting; you may stop the course at any time and resume later. When you return to Workday Learning click ‘Resume course’. You will have the option to resume where you left off or start from the beginning.
How to Access Training
Faculty and staff: Access the training directly.
Students: If you do not have Workday Learning activated, please follow the instructions below to access this training:
- Login to Workday Learning (requires PennKey)
- From the Workday homepage, find the ‘Announcements’ section.
- When the popup window appears, click the button Activate Learning Account.
- Once Workday Learning is activated, search for “Travel Smart” or use this direct link.
Direct Link to TravelSmart Training
Travel Registration Training
Watch this short video to learn how to complete your Penn-Affiliated travel registration on MyTrips.
Travel Essentials
Please review the following page for essential information and resources related to travel health and safety, travel logistics, and technology support abroad.
Travel Health & Safety Resources
For Students
Student Health and Counseling offers Travel Health appointments to individuals and groups for pre-trip consultations, immunizations, completion of study abroad forms, and post-travel health evaluations. SHC encourages you to make your appointment at least 4-6 weeks before your trip.
To make an appointment visit: Student Health and Counseling.
For Faculty and Staff
Penn Travel Medicine provides destination-specific medical consultation, including immunizations, prescription recommendations and the latest medical alerts and advisories.
To make an appointment, call 610-902-5618.
Visit CDC website for more details.
Visit EHRS to access training and guidance to chemical, biological, radiation or physical hazards.
The US Department of State provides country specific guidance to help you prepare for and understand any travel risks associated with your destination.
International SOS provides 24/7 medical and security assistance to Penn travelers.
Contact International SOS at 215-942-8478 or philadelphia@internationalsos.com (Penn Member ID 11BSGC000012) to speak directly with a medical or security professional.
Travel Logistics
Penn Travel and Expense Management (PennTEM) is the central travel department for University faculty, staff, students and guests. The office offers services and programs to arrange individual or group domestic and international travel.
Penn’s preferred agency provides travel arrangements and assistance for missed flights. The expenses can be charged directly to your funding source so make sure to have your 26 digit billing code.
World Travel Inc. 24/7 Contact Numbers
+1 (888) 641-9112
+1 (484) 348-6313 (outside the U.S.)
For more information please contact:
Sarah Bandos
Manager, Travel Services
Phone: +1-215-746-1404
GSS suggests enrolling in the Department of State’s Smart Traveler Enrollment Program (STEP). STEP is a free service for U.S. citizens/nationals traveling abroad to register with a local U.S. Embassy or Consulate. STEP allows you to enter information about upcoming trips abroad so that U.S. embassies and consulates can better assist you in an emergency. You can also subscribe to receive email updates with travel advisories and other information for a particular country or destination. Enrolling in the program only takes a few minutes.
Penn’s preferred visa processing vendor, CIBTvisas, will register your trip with STEP for a fee of $25 per traveler.
Technology Support & Safeguarding Data
When traveling abroad on behalf of Penn it is important to safeguard your data. Penn has tools and support to help prepare you and your data for your destination.
International travel introduces new risks to your data and devices. We encourage you to also consult Penn’s Office of Information Security and their information on Data Security on Foreign Travel.
Review these guidelines 4 weeks before you travel as arrangements may be necessary. Consult your Local Support Provider (LSP) for specific information and recommendations related to your devices and Penn services.
- International Calling Plan/wireless coverage: Depending on your planned usage, you can compare the usage rates among these three options: international plan, international roaming, or renting a device.
- International dialing codes: International calls require country codes which can be found on this website.
- Power voltage varies between countries and may require power adapters for your electronic devices.
- Remote access to Penn Systems and Services: Check with your LSP for requirements to access systems remotely.
- Computer repair overseas: Check the warranty status of your computer as warranties provide access to support services including repairs or technical support.
- Consider purchasing a burner phone and a local SIM card to eliminate high international calling and texting costs.
- Be aware, at the border of some countries (air or land), the customs and border staff may ask to access your mobile device data. At your return, the U.S. border and customs staff may also ask to access your mobile device data.
Get a travel briefing from your School/Center IT support staff on keeping your equipment and tool safe and secure.
Consult with your LSP if you require IT services or facilities beyond support for personal devices and connectivity. Additional recommendations include:
- If you have reliable Internet services overseas, it may be more cost effective to leverage services hosted at Penn.
- If you need IT infrastructure or facilities on site at your location, consult with IT staff familiar with your work who can translate your functional needs into specific technical requirements.
- If you are affiliated with an organization while you’re overseas, the organization may be able to provide the IT services or facilities you need.
- If you don’t need a device, don’t take it with you. Consider taking a clean laptop and external flash drive. Talk to your School/Center for a possible loaner laptop with only needed to work tools installed.
- Taking a device out of the US may be considered an export, therefore talk to your School/Center IT support staff about export encryption rules and exceptions.
Department of Commerce: Country Guidance
Federal Bureau of Investigation: Safety & Security Abroad for Professionals
US Department of State: Know Before You Go