If you are travelling on University-related travel, use the following guidelines to help you plan your international travel and stay safe abroad. As University staff, you have access to the following resources for both University-related and personal travel.
We care about your safety and want you to be fully prepared before your journey abroad. Reference the checklist on the right hand side of this webpage to help you plan.
Step 1: Familiarize yourself with Policy 31 - Travel
If you are travelling for University-related travel, you should refer to the University of Waterloo Secretariat & Office of General Counsel Policy 31 - Travel regarding University-affiliated travel which includes guidelines for travel such as:
- costs covered by the University for University-related travel
- charging travel expenses directly to the University
- acquiring approval from your supervisor or department/unit
Refer to Policy 31 for more information:
It is the responsibility of the traveller and the traveller’s supervisor to ensure that travel destinations are considered safe for university business travel. Given that conditions may change, it is important to monitor travel advisories frequently prior to departure. - Policy 31
Step 2: Review the Government of Canada Travel Advisories
Please monitor the Canadian Government's Travel Advisory reports for your specific country/region to determine level of advisory for your proposed location of travel.
|Exercise normal security precautions||1|
|Exercise a high degree of caution||2|
|AVOID NON-ESSENTIAL TRAVEL||3|
|AVOID ALL TRAVEL||4|
Staff are normally not permitted to travel to countries or regions labelled as level 3 or 4 by the Government of Canada. If you wish to appeal this restriction you should contact the Associate Vice-President, International to discuss why an exemption should be considered. Please note that at present final authority for travel restrictions rests with the Vice-President Academic and Provost.
Step 3: Use the University's preferred travel agent
We strongly recommend booking your travel through the University's preferred travel provider, Frederick Travel. There are benefits to using Frederick Travel for both personal and business travel.
Frederick Travel can help you book your flight, hotels, ground transportation and more. Frederick Travel will also upload your travel itinerary into MyTrips (see International travel safety and security for more information).
Book with Frederick Travel by phone: 519-745-1860 or 1-800-578-8958
What will Frederick Travel require for the booking?
- Your name as it appears on your passport
- The issuing country of your passport
- Date of birth
- WatIAM email address (e.g. firstname.lastname@example.org)
- Mobile number
- Emergency contact name, email and telephone number
This information will only need to be supplied once for your traveller's profile. It will be kept by Frederick Travel for future bookings.
Step 4: Register with Canadians Abroad
Step 5: Review travel health insurance benefits
It is your responsibility to ensure you have appropriate health insurance for international travel. The University's Extended Health Care Plan includes international travel health coverage. When travelling on authorized Waterloo business, Waterloo staff are also covered by the University’s workers’ compensation policy if injured.
If you are unsure of what plan you have, contact Human Resources.
Step 6: Complete emergency forms
If you are leading a field course or student group travel for academic, research or field work to an international destination, as the lead for the group you must complete and submit the following forms to Waterloo International as early as possible, prior to travel:
To be completed by the staff member:
- Field work risk management form (PDF)
- Travel Advance & Settlement Claim form*
To be completed by the students:University Policy 31. Contact the Financial Officer in your department/unit or your supervisor for a copy and instructions on how to submit to Finance.
Step 7: Ensure your vaccinations are up-to-date
Do you need to get vaccinated before you leave Canada? Visit your family doctor or a travel clinic to find out. It’s recommended that you be vaccinated a minimum of six weeks prior to departure so you must book vaccination appointments well in advance of the six week minimum timeframe. Please note that certain vaccinations may require more than six weeks to administer before you travel.
The University of Waterloo Health Services offers a Travel Clinic where students, staff and faculty intending to travel abroad can receive information on travel vaccinations. Just be sure to give yourself enough time before you expect to travel. Contact Health Services for more information about cost and availability.
Be prepared to pay for the doctor’s visit and take the prescription to a pharmacy to obtain any vaccinations you may require. Health Services will schedule an appointment for the vaccination to be administered in the clinic by a nurse after you obtain the prescription.
Step 8: Learn how to stay safe abroad
There are a number of resources through International SOS, the University of Waterloo's international security assistance provider, to help you plan ahead.
Refer to the International travel safety and security pages and review:
- "Tell us where you're going" and
- "Stay informed while abroad"