Travel and Activity Planning Policy (TAPP)

Policy Text

Columbia University requires that all members of the University community comply with specific procedures for Columbia Travel. 

Definitions 

This policy covers Columbia Travel, including Columbia-related travel and activities that are Columbia-Led and Columbia-Facilitated and/or Recognized, as follows: 

• Columbia-Led Travel is mission-related travel and activity that is organized and overseen by Columbia University. Examples include but are not limited to:
  • Columbia course activities and programs that are supervised by and fully or partially supported by Columbia, e.g., Columbia in Paris at Reid Hall
  • Columbia-managed study-abroad programs
  • Travel that fulfills Columbia grants or contracts
  • Travel for Columbia Athletics (which includes Barnard College students traveling as part of Columbia Athletics)
  • Non-student travel sponsored by Columbia for alumni
  • Faculty, researchers, and officers traveling on University business 

• Columbia-Facilitated and/or Recognized Travel is mission-related travel and activity that is not overseen by Columbia University, but that may be partially funded or arranged by Columbia, may earn academic credit at Columbia, may be coordinated by a Columbia-recognized student group, or may be an extension of a faculty or researcher’s professional work. Examples include but are not limited to:
  • Study through another university or outside organization, e.g., CIEE, SIT, etc.
  • Approved exchange programs between Columbia and another university
  • Co-ops, practica, or internships organized by Columbia departments, e.g., the Program for Education in Global and Population Health
  • Travel by graduate or professional students to do independent research for their dissertations
  • Conducting Columbia-related activities (research, conference attendance, etc.) while a traveler is in their home country
  • Presentations and attendance at symposiums, conferences, colloquiums, etc.
  • Civic engagement or service trips whether independent from, or coordinated with recognized Columbia chapters of larger groups, or with the recognized global organization itself,
    • e.g., Red Cross, Doctors without Borders, Engineers without Borders, Habitat for Humanity, or the Columbia chapter of any of these groups or others
  • Pre-professional and competition groups representing or competing on behalf of Columbia
  • Columbia-funded travel such as travel supported by scholarships, travel grants, or by a Columbia-recognized student organization 

• Non-Columbia Travel, which is not covered by this policy, is travel other than Columbia-Led Travel or Columbia-Facilitated and/or Recognized Travel. Examples include but are not limited to:
  • Independent student travel through a non-recognized student group
  • Personal travel, such as spring break, vacations, job interviews, or between a home country traveling to Columbia to pursue studies, research, or instruction on campus

Domestic Planning and Preparation

Domestic Columbia Travel is defined as any travel or activity outside of the New York City metropolitan area involving an overnight stay, but within the 50 U.S. States and District of Columbia. All affiliates participating in domestic travel should closely review information, alerts, and warnings specific to their destination prior to travel, but generally, domestic travel will not be restricted except in the most extraordinary of circumstances.

Requirements

Domestic travel registration helps the University identify and communicate with travelers who may be affected by emergency circumstances, significant disruptions, or changing local conditions, and enables the University to offer timely support and relevant information when appropriate.

Although not required, all affiliates are strongly encouraged to register their Domestic Columbia Travel.

If travel is booked through Columbia’s third-party travel management company via Concur, registration occurs automatically. Additional information on how to book via Concur can be found at https://travel-expense.finance.columbia.edu/.

International Planning and Preparation 

International Columbia Travel is defined as any travel outside of the 50 U.S. States and District of Columbia. All affiliates participating in International Columbia Travel should closely review information, alerts, warnings, and other guidance issued by Crisis24 (the University’s current travel emergency assistance company), the U.S. Department of State, health authorities, and other governmental and non-governmental entities. Particular care should be taken for proposed travel to countries, specific regions, or cities which the U.S. Department of State has designated as Level 3: Reconsider Travel and Level 4: Do Not Travel locations. A link to U.S. Department of State Travel Advisories can be found at https://travel.state.gov/content/travel/en/traveladvisories/traveladvisories.html/.  

Columbia University contracts with a travel emergency assistance company (currently Crisis24) to provide 24-hour worldwide emergency medical and evacuation services for eligible individuals traveling on International Columbia Travel. Restrictions and limitations apply, and each traveler should carefully review the policies and guidance issued by Crisis24 in advance of travel.

Requirements

All affiliates must adhere to the pre-departure requirements described below. Additionally, some travelers are required – and all others are strongly encouraged (see “Pre-Departure Travel Requirements”) – to consult with Crisis24 directly and in advance of travel regarding safety/security advice for their intended destination

Crisis24 assigns Risk Ratings to locations that consider the health, safety, and security implications for travelers. Additionally, the University maintains a listing of CU Travel Restrictions, including but not limited to countries subject to Comprehensive U.S. Sanctions or CDC Travel Health Notices of Level 3: Reconsider Nonessential Travel or Level 4: Do Not Travel. Both points of information can be found at  and must be used to guide planning and fulfillment of pre-travel requirements as described below. Instructions on how to complete the below pre-departure requirements can be found at Planning Columbia-Related Travel and Activities. 

• All affiliates must register their International Columbia Travel through the University’s Travel Portal at Crisis24 Horizon. If travel is booked through Columbia’s third-party travel management company via Concur, registration occurs automatically. Additional information on how to book via Concur can be found at https://travel-expense.finance.columbia.edu/. 

   

Elevated Travel and Activity Review Committee (ETARC) reviews proposed International Columbia Travel and activity that is subject to elevated risk requirements under this Policy. 

For travel or activities requiring Elevated Travel and Activity Review Committee (ETARC) review under this Policy, the dean or administrative unit head will review the academic and/or business purpose of the proposed travel or activity, and ETARC will review the proposed travel or activity for safety, security, health, and other risk considerations. Approval from both the dean or administrative unit head and ETARC is required.

• Global Risk, Safety, and Operations
• Travel Expense Policy
• Undergraduate International Travel Policy

For travel and activities involving High Crisis24 Risk Rated locations, the above affiliates are also required to have their itinerary reviewed by Crisis24, complete an Elevated Travel and Activity Proposal, and receive written approval from their dean or administrative unit head and ETARC.

For travel and activities involving Extreme Crisis24 Risk Rated locations, or locations subject to CU Travel Restrictions, approvals for the above affiliates will be granted only in exceptional circumstances. Such affiliates are also required to have their itinerary reviewed by Crisis24, complete an Elevated Travel and Activity Proposal, and receive written approval from their dean or administrative unit head and ETARC.

Undergraduate students are required to comply with the requirements of the Undergraduate International Travel Policy. 

For travel and activities involving Extreme Crisis24 Risk Rated locations, or locations subject to CU Travel Restrictions, the above affiliates are also required to have their itinerary reviewed by Crisis24, complete an Elevated Travel and Activity Proposal, and receive written approval from their dean or administrative unit head and ETARC.