Last updated:  Feb 25, 2022

Overview

Travel increases an individual’s chances of infection and the spreading of COVID-19.  These guidelines apply to all university-sponsored travel including employees, students, and campus guests (individuals who are not employees of the University but are authorized to travel on bona fide university business such as guest speakers, candidates for employment, etc.)  In accordance with the Center for Disease Control’s recommendation, UVU strongly encourages university-sponsored travel be delayed until the traveler is fully vaccinated.

UVU employees and students are expected to comply with all national, state, and local safety guidelines — such as wearing a mask over your nose and mouth where applicable on planes, buses, trains, and other forms of public transportation.  Be sure you are prepared with an appropriate face mask that you can comfortably wear for the duration of your air travel experience.

Vaccinated Travelers

Individuals who are fully vaccinated* may travel safely within the United States.  Certification of vaccination may be required during travel.

UVU does not require fully vaccinated travelers be tested for COVID-19 before or after travel.  However, vaccinated travelers may be subject to testing requirements before, during, and after travel due to business and/or government requirements.  It is the traveler’s responsibility to identify and comply with certification of vaccination and testing requirements.  

Unvaccinated Travelers

Individuals who are not fully vaccinated* must be tested for COVID-19 (including a symptom checklist) prior to departure and upon returning.  Please be aware that unvaccinated travelers may not be able to fully participate in common travel activities (such as dining in a restaurant) due to business and/or government proof of vaccination requirements.

Testing Requirements
The following should be completed within 48 hours of departure:

1. COVID-19 Testing
   

   Prior to departure: Each unvaccinated traveler will need to complete a rapid COVID-19 test including a symptom checklist through UVU (free) or through Test Utah or Walgreens. Attach the test result to the Concur travel reconciliation form. Failure to get tested within 48 hours of departure will result in a Travel Violation being reported to the divisional VP and traveler not being reimbursed or personally charged for travel arrangements already paid for.

   Return to campus: Within 3-5 days of returning to campus, each traveler will need to complete a university rapid COVID-19 test including a symptom checklist. Confirmation of a negative COVID test result must be uploaded in Concur as part of the travel reconciliation process.

2. Campus Guest COVID-19 Testing
   

   Campus Guests (individuals who are not employees of the University but are authorized to travel on bona fide university business such as guest speakers, candidates for employment, etc.) must provide negative test results to the hosting department within 48 hours prior to their departure. The test must be taken within 7 days of traveling. Most guests will be able to obtain free testing from their city, county, or state health departments. If such testing is not available to a department’s guest, the guest may obtain a test from nationwide pharmacies, such as Walgreens, or via at-home testing kits, such as empowerDX. Pre-departure testing fees are an appropriate travel expense and are reimbursable to a department’s guest or payable directly by the hosting department.

Domestic Travel

UVU is not currently restricting travel within the United States.

Due to changing country, state, and local guidelines and the increased risk of getting infected with COVID-19, airline reservations should only be booked through UVU’s Concur system or through Christopherson Travel.  Booking airline reservations through Concur or Christopherson Travel will ensure that the university is able to recover the cost of any cancelled or postponed travel.  Individuals who choose to book directly with an airline or other third-party vendor will be personally responsible for the cost of any cancelled or postponed flight.

If a traveler has airline e-credits issued in their name from previously canceled university travel, please use those e-credits to book flights. How the original flight was booked determines how to use an e-credit to book a new flight. Please contact the Travel Office for assistance booking with an e-credit.

Please review the CDC’s established safety criteria to ensure you travel as safely as possible.  Check the CDC’s travel planner for local, state, and national restrictions before you travel.  For example, some governments and/or businesses may require proof of vaccination or negative COVID test to enter restaurants, shopping areas, museums, etc.  Travelers are responsible to be aware of such guidelines/restrictions and ensure they will be able to meet all travel requirements before departing.

University-sponsored travelers are expected to follow all country, state, and local COVID-19 mandates and quarantine guidelines.  Please note that because location specific guidelines are very fluid, UVU does not publish nor maintain a list of such COVID-19 health guidelines/requirements.

Travel Authorization

The following should be completed prior to traveling:

1. Research and review safety guidelines set by the companies you will encounter while traveling to ensure that adequate precautions are in place to increase safety and prevent spread. Examples include but are not limited to:
   - Transportation (airline, car service, etc.)
   - Hotel Accommodations
   - Conference/Competition Venue 
   - Conference/Competition Host
   - Restaurants
2. Concur Travel Request -- Traveler must submit, and obtain full approval of, a travel request in the Concur system before making any travel arrangements. Travel requests must include:
   - Conference/competition agenda
   - Roster of those traveling (if applicable)
   - Completed liability form for each student traveler

Supervisor Responsibilities

Travelers and their supervisors should consider the risks that may be associated with activities in which a traveler may participate at the distant location.  One or more of the following factors add additional risk to travel.  The traveler and supervisor should consider whether the traveler:

• Will attend any large gatherings of 50 people or more
• Is traveling to an area of high COVID-19 transmission
• Will engage in any activities where they are unable to social distance (excluding air or vehicle travel)
• Is a person with a high risk of severe complications from COVID-19
• Will be interacting with persons with a high risk of severe complications from COVID-19
• Will interact with or attend events with persons from various locations

Illness or Exposure

If any of the following apply to individual travelers at the time of the scheduled departure, the traveler is NOT permitted to travel:

• Are feeling ill or have symptoms of COVID-19
• Have been in close contact to a person with COVID-19 in the past 14 days
• Are isolating due to a positive COVID-19 test
• Are waiting for results of a COVID-19 test

Contact the UVU Travel Office at travel@uvu.edu or ext. 8965 for assistance to postpone or cancel your trip. 

If you become ill while traveling, you should seek medical attention.  You should not attempt to travel by plane, bus, or rail if you are sick.

During and after travel, if you develop any symptoms of COVID-19 or if you have been exposed to the virus, you must complete UVU’s COVID-19 Self-Report Form.  You are also encouraged to get tested for the virus right away.

International Travel

As stated by the CDC and the U.S. Department of State, “U.S. citizens who choose to travel internationally should be aware that they may face unexpected challenges related to COVID-19 as they attempt return to the United States or attempt to travel from one overseas destination to another. If you choose to travel internationally, be sure to make contingency plans, as you may find yourself having to remain in a foreign country longer than originally planned.” Given these additional uncertainties and risks, UVU-sponsored international travel may resume according to the following guidelines:  

• UVU-sponsored travel to any country deemed by the US Dept. of State or CDC as a Level 4 travel or health advisory is prohibited. If plans are made and the country moves to Level 4 before the trip, the trip must be canceled.
• UVU-sponsored travel involving unaccompanied students to any country deemed by the US Dept. of State or CDC as a Level 3 travel or health advisory is prohibited. If plans are made and the country moves to Level 3 before the trip, the trip must be canceled.
• University-sponsored international travelers must abide by UVU’s travel policies and procedures, including all requirements for domestic travel as detailed above.
• In addition, University-sponsored international travelers are required to meet these additional requirements as implemented by the Office for Global Engagement:
  • All international travelers must show proof of vaccination before booking tickets. Vaccines are required for international travel to all foreign nations. There are no exceptions.
  • In addition to proof of vaccination, travel by employees to Level 3 countries requires an approved High-Level Risk & Release form, quarantine plan, and evacuation plan before travel.
  • University-sponsored international travelers traveling to Level 1 and 2 countries must fill out the High-Level Risk & Release form in addition to providing proof of vaccination.
• Students traveling abroad under UVU-sponsored programs must be accompanied by a UVU employee, unless a student is fulfilling an international internship or exchange. Students should be prepared to pay out-of-pocket for possible COVID tests or quarantine stays if required by the host country for entry or exit.
• All international trips and requests will be screened by the Chief International Officer and Office for Global Engagement through the Concur travel request process.
• Timely submission of materials and approval is essential, with the understanding that international travel can change quickly due to COVID’s ability to mutate and spread quickly. International travel requests must be completed at least two weeks before the departure date.

Any exception to the above international travel restrictions must be approved by the Office for Global Engagement, the appropriate divisional vice president, and the Provost prior to making travel arrangements. Requests for international travel exceptions must be submitted the Office for Global Engagement at least four (4) weeks prior to the requested travel for their review and recommendation prior to submitting to the Provost for final approval.

 

Please contact the UVU Travel Office at travel@uvu.edu or ext. 8965 with any questions about these guidelines.

*You are considered fully immune, or protected from the virus, 2 weeks after your final does of the COVID-19 vaccine.
- Two-dose vaccines:  2 weeks after the 2nd shot (you need both shots to be fully protected)
- One-dose vaccines:  2 weeks after the shot (you only need one shot to be fully protected)