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Pre-Departure Preparation

Travel Authorization
After your students are accepted to your program, the OIE financial manager will complete a Travel Authorization Form on your behalf and route it through ImageNow for approvals for your participation in the instructor-led program. No reservations or purchases will be made without a fully approved travel authorization.

Purchases
Instructors will work with the OIE financial manager to request flights from Fox World Travel, reserve accommodations, and purchase cultural event & activity tickets, workshops, etc.  
  • Flights - OIE will reserve and purchase flights for programs through Fox World Travel. OIE requires instructors to fly with their group of students for risk management purposes. 
  • Accommodation: The instructor is responsible for selecting accommodation, requesting contracts, and providing the necessary information to the OIE financial manager to purchase the accommodation. If you are using a program provider, a contract should already be in place. The OIE Financial manager will work with the provider to make any deposits, confirmation payments, etc. 
  • In-Country Transportation: The instructor is responsible for organizing in-country transportation unless a program provider is being used. Please provide OIE with an invoice if you would like us to make the purchase pre-departure i.e. train tickets, day passes, etc. If a coach bus is being reserved, a Certificate of Insurance that includes collision and liability insurance coverage will need to be submitted. The OIE will submit the proof of insurance to UW-Stout’s Risk & Safety Office and the Procurement Office for review and approval.
  • Cultural Events: The instructor is responsible for providing the necessary information to the OIE financial manager to purchase the cultural event(s) unless a program provider is being used. If an invoice is provided, OIE can pay for these activities ahead of time or instructors can pay on-site and be reimbursed through the Travel Expense Report (TER). 
Tax Forms
ShopUW+ is the procure-to-pay system for the Universities of Wisconsin. It is important for the OIE financial manager to know the supplier(s)/vendor(s) you are working with so it can be determined if they are new to the Universities of Wisconsin. New suppliers/vendors will need to complete the appropriate tax form:
    • Form W-9 for U.S. entities/individuals
    • Form W-8BEN-E for foreign entities
    • Form W-8BEN for foreign individuals
The tax form will be used to request they be added into the ShopUW+ system. This process can take as long as 2-3 weeks so it is important to be proactive.

U.S. Bank Corporate Credit Card
It is highly recommended that program leaders obtain the U.S. Bank Corporate credit card to pay for expenses during travel. For additional information and how to apply visit: https://www.wisconsin.edu/financial-administration/us-bank-travel-card/.

Pre-departure OIE Meetings
The OIE meets with program leaders after their students are accepted to help walk them through the purchasing process and answer any questions. A last "touch base" meeting is scheduled approximately 1 month prior to departure to answer any last minute questions.

Program leaders may view the following videos to ensure they are well prepared before departure. After watching the videos, please contact OIE with any questions you may have.
 
International Insurance
The Board of Regents, System policy (ACIS-7.1), requires all University of Wisconsin students and instructors studying/traveling abroad under a UW sponsored program to be enrolled in international insurance offered by Cultural Insurance Services International (CISI). The OIE will enroll all students and instructors in the insurance.

Student Pre-Departure Orientation
As soon as your students are accepted, instructors should start communicating with them so they are not left wondering about what's next or if the program is still happening. Information that can start being shared is a self-introduction, upcoming pre-departure meetings, etc.
 
As a program leader you will want to schedule and meet with your group to discuss specific aspects of the program such as:
  • Cultural differences and/or expectations, etiquette & customs abroad, etc.
  • Course Details - pre or post work along with expectations during travel
  • Itinerary Details
  • Departure Plan - flight itineraries, arrival process at airport, etc.
  • Accommodation - roommates, locations, any included meals
  • Establishing Expectations - buddy system, emergency protocol, communication and transportation, any additional ground rules necessary for a successful program. 
The OIE manages an online orientation for all students and covers information such as intercultural competence, health abroad, mental health abroad, safety & security abroad and student conduct. To view the student online orientation videos, please see the icons below. Clicking on the icon will take you to the video on UW-Stout's Study Abroad YouTube site.
 
Intercultural Competence  
Health Abroad










 


Mental Health Abroad
PDO Safety & Security
Student Conduct

Program Itinerary
Instructors will need to submit a final itinerary prior to departure. Itineraries are due on the following dates:

WinTerm/Spring programs: December 1st
Summer programs: May 1st

The itinerary is shared with university police and is an imperative aspect of our risk and safety plan. We advise that this also be shared with participants and their families. You may create your own itinerary which must include the following information:
  • Instructors' contact information (Cell phone, email, if you are in a remote area where cell phones may not work then provide information on how you can be contacted in case of an emergency.
  • Housing (name, phone number, local address, email contact, roommate selections if needed)
  • All means of transportation (i.e. flight numbers, departure and arrival times, train routes, etc.)
  • Daily activities & times (location of your site visit, landmarks you will visit, classroom/coursework information, etc.)
  • Meal – Provide details on which meals are included and not included.
  • Any out-of-pocket expenses the students should expect (i.e. baggage fees, transportation to and from MSP airport, personal expenses, additional meals, additional transportation, etc.)
Budget Reminders
Be sure to stay within your budget for on-site expenses. As you travel, keep an expense log and document the purpose of each receipt to allow for easy reimbursement upon return.

Pre-departure Resources
All instructors are provided with the following information prior to departure: 
 
  • CISI Policy Brochure – instructors and students are enrolled in CISI insurance by the OIE and will receive an insurance ID card and policy brochure via email.
  • STEP Enrollment – Strongly recommended for all instructors and students. Students are instructed about this in their online pre-departure orientation.
  • Campus Security Authority Compliance
  • Emergency Contact list for instructors that includes contact info for Fox World Travel, CISI insurance, the OIE, Dean of Students and UW-Stout Police.
  • Incident Reporting Procedure