GS&S Travel Policy

University Travel is defined as:

Travel supported through funds disbursed by the University or a University-affiliated entity 

OR 

Regardless of funding source, travel that meets at least one of the following: 

• Undertaken by an enrolled undergraduate or graduate student and results in work that will be considered for academic credit or is otherwise related to a student’s program of study. 
• Undertaken as part of a faculty, professional researcher (“researcher”), academic professional, or staff member’s job duties, including participation in events or programs funded by external sources resulting from the participant’s affiliation with the University. 
• Related to or resulting from participation in any program offered or coordinated by the University. 
• Related to or in support of University operations. 

Examples of University Travel include, but are not limited to*: 

• Travel for conferences, speaking engagements, or research affiliated with the traveler’s position at the University, regardless of funding source. 
• Travel resulting in work that will be considered for academic credit or is otherwise related to a student’s program of study or degree completion (including graduate students traveling for Graduate School-approved In Absentia status), regardless of funding source. 
• Travel that is supported or being funded by the University, even if the traveler is not a Princeton student, researcher, academic professional, or faculty or staff member. 
• Travel organized by a University employee. 
• Travel organized by a University student group, club, organization, or athletics team. 
• Office of the Dean of the Faculty approved paid leave, including for sabbatical. 
• Emeritus/emerita faculty travel for academic purposes, regardless of funding source.

* Travel that is conducted by University independent contractors (as defined in the Independent Contractor Policy) is not subject to the contents of this policy and is not eligible for Princeton’s travel-related support resources. 

Domestic Travel is defined as: 

Travel within the U.S. and to U.S. overseas territories. 

• For faculty, researchers, academic professionals, and staff, domestic travel registration is optional, though it is encouraged to register domestic travel involving field research.  
• For students, domestic travel registration is required except for day trips within the state of New Jersey or the greater New York–Philadelphia metro areas, which need not be registered unless the trip is over 24 hours and/or requires an overnight stay away from the traveler’s home location. 

Personal Travel is defined as: 

Travel that does not meet the definition of University Travel (e.g., travel not associated with employment or education, such as sightseeing, visiting friends or family, etc.) or which is not registered in compliance with this policy. Extensions to or deviations from University Travel, such as adding days or locations, is deemed personal travel.

Because of the expansive range of possible travel risks, the University must capture certain information about University travelers’ plans. Travel registration provides travelers with important information and resources (including University-provided international insurance and 24/7 emergency assistance for medical and security issues), and helps GS&S to proactively prepare, support, and assist travelers, especially in an emergency. 

All required fields in the Enroll My Trip system and any certification or exception process (if required) must be completed to finalize your travel registration. 

Travelers should review the three-step travel registration procedure below to understand the requirements, including any additional steps required in the certification and exception processes for higher-risk destinations. 

Travelers and (if applicable) travel managers and organizers will receive an email upon successful completion of the registration process that can be used as a travel registration receipt. This receipt may be requested as proof of travel registration by University offices and funders of travel.

GS&S has established a risk categorization framework based on more than 30 health, safety, and security (HSS) data indicators as well as government, private, and public risk-related information. These categories are regionally and globally benchmarked for accuracy and reliability. The risk categories are:

To determine your destination’s risk category, search the list.

With your destination risk category in mind, review the matrices below to determine your travel registration requirements to complete. 

*In exceedingly rare circumstances, graduate students who wish to conduct PhD dissertation-related research only may request an Exception. Please review the Exception Request FAQs and contact GS&S if you would like to request an Exception. 

*Faculty, researchers, academic professionals, and staff conducting domestic University Travel are not required to register their trip - only international University Travel. However, registration of travel for domestic field research is encouraged.

**In exceedingly rare circumstances, faculty, researchers, academic professionals, and staff may request an Exception. Please review the Exception Request FAQs and contact GS&S if you would like to request an Exception. 

*Travel that is conducted by University independent contractors (as defined in the Independent Contractor Policy) is not subject to the contents of this policy and is not eligible for Princeton’s travel-related support resources. 

**To enroll international University Travel involving external or guest travelers (including the completion of any certification), please follow the instructions found in Guest Enrollment and Support section of the GS&S website. It is not required to enroll domestic University Travel involving external or guest travelers.

Consult the recommended registration timelines below and plan accordingly. Coordination with other University units may be required, so additional processing time may be necessary.

• If only a Travel Registration is required (per Step 2), complete any time before departure.
• Travel Registration + Certifications must be completed two weeks before departure.
• Travel Registration + Exceptions must be completed one to two months before departure. Category X Exception requests require at least two months processing time before departure. (For travel to OFAC-sanctioned countries, contact Export Controls as soon as possible, as timelines can vary based on country. 

For students, if University funding disbursement is contingent on the completion of trip registration in the Enroll My Trip system (and therefore before travel can be booked), it is best to complete the trip registration process (with tentative travel plans) as soon as possible. Please note you must update your travel registration with final itinerary details before departure. No University funding shall be dispersed until the trip registration process has been complete. 

University Travel may be subject to other University approvals that are not the subject of this policy. Princeton travelers are advised to review the information below and obtain any necessary approvals in advance of departure. 

• Students on University Travel will need additional approvals. The approving office may vary based on if you are an undergraduate or graduate student, your student status, and the type of project or trip. Most student travel has an approval process built into an application or funding request. However, students with additional questions can reach out to: 
  • For undergraduate students - oip@princeton.edu  
  • For graduate students - gs@princeton.edu  
  • For co-curricular activities (such as University Travel involving approved student groups, clubs, and organizations), travelers should be in contact with staff in their sponsoring department (e.g., the Office of the Dean of Undergraduate Students (ODUS), Student Affairs in the Graduate School, Office of Religious Life, the Pace Center for Civic Engagement, or Office of Campus Activities). 
• Staff members should seek approval for University Travel from their direct supervisor.
• The University recommends that Faculty and Academic Professionals inform their departments of University Travel to determine whether approvals (or other requirements) may be necessary. 
• Researchers should inform (in the case of postdocs) their principal investigators or their departments of University Travel to determine whether approvals (or other requirements) may be necessary.

In addition to this policy, University Travel may be subject to additional University offices' policies, processes, and best practices including, but not limited to: 

• Office of Finance and Treasury: The University Travel Policy, the Business Expense Policy, and the Global Work and Services Policy 

• Office of Research & Project Administration: The Export Controls Policy and compliance with US government export control and OFAC sanctions regulations 

• Office of Research Integrity and Assurance: The policies and processes related to research activities involving human subjects, animals, and biological agents (e.g., IRB, IBC, and IACUC) 

• Office of Environmental Health and Safety: Research-related policies and processes, such as shipping samples and other regulated materials, hazardous materials, use and importation of regulated materials, and research safety

• Information Security Office: Travel guidelines for keeping your and the University's information safe while abroad

Compliance with the Global Safety & Security Policy and other related University offices' policies for University Travel is an individual responsibility. Failure to adhere to these policies may result in a traveler being ineligible for University funding or other resources and/or subject to disciplinary action. 

• University Travel for faculty, researchers, academic professionals, staff, students, groups, and University guests should be booked through the Travel and Expense program, either via Concur or by contacting World Travel.
• Funds awarded to students for the purpose of travel and related activities should be recorded in the SAFE system. No University funding shall be dispersed until the travel registration process is complete.
• Princeton travelers can find more information throughout this site on topics such as the travel safety toolkit, routine and emergency issues while traveling and frequently asked questions (FAQs). 
• Princeton travelers should also carefully review the Essential Content section (found in their travel registration in the Enroll My Trip system), where they will find important information and resources (including University-provided international insurance and 24/7 emergency assistance for medical and security issues). 
• Princeton travelers are encouraged to email Global Safety & Security before, during, or after their trip with any safety and security questions or concerns.