Graduate Student Travel

Whether you’re traveling abroad for the first time or you’re a seasoned traveler, we want to make sure you are well-prepared for the experience.  The checklist below provides important reminders, tips, and resources for graduate students traveling abroad on University-sponsored trips.  

  1. Submit Travel Request in Concur
  2. Review Passport and Visa Requirements
    • Apply for or renew your passport well in advance of your trip.

    • Travel.State.Gov and Visa Central are great resources for visa guidance.

    • Make sure your passport is current and valid for 6-months from the date of your return.

    • International students should consult with the Davis International Center regarding US student visas.

  3. Learn About Your Destination
  4. Schedule a UHS Appointment
    • Consult with UHS Travel Medicine Services prior to departure to discuss immunizations, vaccinations, and strategies for meeting any medical needs during your trip.

    • Be sure to make an appointment 4-6 weeks prior to departure.

    • Make sure you understand your health insurance coverage abroad.  For more details about Princeton health insurance and how it works, see Overseas Health Insurance.

  5. Complete a UHS Medical Profile
    • Whether traveling independently or as part of a group, please complete the UHS Medical Profile and Consent for Care (pdf) form.

    • Give this form to your trip leader (or designated program sponsor) in a sealed envelope to be opened in case of emergency.  If there is no trip leader traveling with you, carry the form with you in the event that you need to provide a profile for treatment.  

  6. Register with US State Department STEP
    • The Smart Traveler Enrollment Program (STEP) is a free US State Department service that allows US citizens and nationals traveling abroad to enroll their trip with the nearest US Embassy or Consulate.

    • Enrolling in STEP has multiple benefits:

      • Receive important updates from the US Embassy about safety conditions in your destination country, helping you make informed decisions about your travel plans.

      • Help the US Embassy to reach you in an emergency, whether natural disaster, civil unrest, or family emergency.

      • Help family and friends get in touch with you in an emergency.

    • Non-US citizens are encouraged to register travel with their nearest Embassy or Consulate.

  7. Print an International SOS Card
    • International SOS is Princeton’s emergency assistance provider and support service for international travelers.

    • Be sure to print an International SOS card and carry with you on your trip.

  8. Create a Communication Plan
    • Be sure to plan how you will communicate regular updates to advisors, parents, and friends. It’s a good idea to double-check with your local contacts about whether you’ll have internet access abroad.

    • In the event of an emergency abroad, call International SOS 24/7 at +1-215-942-8478 (collect calls accepted) or Princeton University Public Safety 24/7 at 609-258-1000.  Save these numbers to the mobile phone you’ll be traveling with.

    • For more details on Princeton resources available in an emergency, see Emergencies Abroad on the left side bar.

  9. Forward Travel Itineraries to Concur or TripIt
    • Forward official confirmation emails from booking vendors (i.e., airline, hotel, Expedia, etc.) to plans@concur.com.

    • Alternatively, you may forward your confirmation emails to plans@tripit.com to link with a TripIt account.  Keep in mind that your TripIt account must be associated with the same email address used in Concur.

    • If there are any changes to your mobile phone number (for text messaging while traveling) or other details before your travel begins, be sure to update your Concur profile.