Travel Guidance

Updated April 3, 2023

UKRAINE UPDATE: UC Office of the President Travel Advisory: The U.S. State Department has issued a Level 4 — Do Not Travel Warning for Ukraine due to the conflict. As a result, and out of concern for the well-being and safety of the UC community, we are directing all members of the UC community to avoid all travel to Ukraine at this time. Additionally, travel to neighboring countries should be carefully evaluated.  

Testing Requirement Updates 

Testing after any domestic or international travel

  • No requirements or recommendations  

Approval is still required for international UCSF-sponsored travel for work or study. Note specific instructions below. 

  • For faculty, staff, post-docs, residents, and fellows: 
    • The International Approval and Resources Form must be signed and attached to your reimbursement request through MyExpense.  
    • Approval is now done at the level of the Departmental Chair or the Institute Director or their designees. Details available below in the Allowable Travel section and the Approvals section.  
    • Travel criteria have changed and now relate to staffing issues.  
  • For students: 
    • The Student International Approval Form is required for any International UCSF-sponsored travel for work, study, or conferences. Details available below in the Allowable Travel section and the Approvals section.   

All travelers - Follow CDC guidelines and consider carefully the risks and costs of travel for the travelers and the travel location. Check destination, airline requirements, and possible U.S. re-entry requirements. 

Complete the Digital Screener for up-to-date guidance on any COVID-related exposure or illness requirements, and to learn if you need Occupational Health Service (OHS) clearance to return to campus.  

New Hires to UCSF

  • Regardless of vaccination status, anyone periodically onsite needs clearance and must contact the [email protected] for guidance. 
  • If you are a new hire traveling from outside of California to begin your appointment at UCSF and are unclear about the arrival instructions you have received, contact the COVID Response Team at (415) 514-7328. 

Quick Links for Employees and Learners

International Travel Approval and Reimbursement 

Approval must be requested before travel, as described below. The signed and approved International Travel Approval form must be attached to requests for MyExpense reimbursement. If unusual circumstances make pre-trip approval impossible, the traveler should submit the appropriate travel approval form linked below to the appropriate approver upon the traveler’s return. Note: a post-travel request may not be approved.

Allowable Travel for Faculty, Staff, Post-Docs, Residents and Fellows

  • International UCSF-sponsored travel requires approval. Travel to other states and U.S. territories does not. 
  • Allowable Travel Defined: Travel that is compatible with staffing requirements in the event that travelers abroad are affected by COVID, other public health emergencies, or related travel delays. Specifically, after the third requester seeks approval for the same international site/meeting, the approver must consider the staffing/operational impact of the requesters’ concurrent travel. 
  • Approvers for Faculty, Staff, Post-docs, Residents, Fellows, and Independent Contractors: Approval for university-sponsored international travel may only be provided by the appropriate Departmental Chair or Institutional Director, or their designees. Research-project staff, including postdoctoral scholars, and independent contractors must have essential approval requests submitted by the UCSF principal investigator or chief administrator of the project. Note: names and email addresses for these approvers are on the International Travel Approval & Resources form linked from the Required Travel Approval section below.  
  • Approvers for Administrative Office Staff: Approval for university-sponsored international travel may only be provided by leadership based on the offices where the requesters are assigned: Offices of the Chancellor, University Development and Alumni Relations, Office of Communications, Community & Government Relations, Diversity and Outreach, Legal Affairs, Science Policy & Strategy, and Chief Ethics and Compliance Officer; Offices of Executive Vice Chancellor & Provost, UCSF Health CEO; and the Senior Vice Chancellor Finance & Administration. Note: names and email addresses for these approvers are on the International Travel Approval & Resources form linked from the Required Travel Approval section below. 

Required Travel Approval Process for faculty, staff, post-docs, residents and fellows 

  • The Requester should complete the International Travel Approval & Resources form. ​If you have not heard about your approval within 10 days after your request, email the approver, and include these details: dates of trip, location of trip, your designation (faculty, staff, post-doc, resident, or fellow). 
  • After completing the form, the requester sends it to the approver (listed on page 3 of the form) as an attachment to an email. Write “Travel Approval Request” in the email subject line.   
  • The Approver receives and reviews the Request. Based on operational and staffing considerations, the Approver accepts or does not accept the Request, and signs and dates the form. The Approver sends a copy of this form to the requester and keeps another copy in the Approver’s files. It is the Requester’s responsibility to select the correct approver since requests may be rejected if they are sent to the wrong approver. 

Allowable Travel for Students

  • International UCSF-sponsored travel requires approval. Travel to other states and U.S. territories does not. 
  • Allowable Travel Defined: Travel for UCSF-sponsored clinical work, research, or conferences that are approved by the designated individual at IGHS or the Schools or the Graduate Division. 
  • Approvers for Students: Approvers are listed on each of the two Student International Travel Approval forms, which are used for low-risk or high-risk travel.  
    • Low-Risk Destinations are defined as those with a U.S. Department of State Security Rating of 1 or 2, and Worldcue Trip Planner Overall Security Rating of 1-4. High-Risk Destinations are defined as those with a U.S. Department of State Security Rating of 3 or 4, and/or a Worldcue Trip Planner Overall Security Rating of 5. 
    • High-risk destinations, as before the pandemic, will continue to require approval at the dean/designate level. Note: high-risk destinations are rarely approved. 
    • Low-risk destinations will require approval by defined individuals selected by each school, IGHS, or the Graduate Division, according to program involvement by the student.

Required Travel Approval Process for Students  

  • The student should complete the appropriate form according to the risk rating of their destination: the Student International Travel Approval Form – Low Risk or the Student International Travel Approval Form – High Risk. ​If you have not heard about your approval within 10 days after your request, notify Travis Pentz, and include these details: Dates of trip, location of trip, your designation (Student), and to whom the Travel Request was submitted.   
  • The student must attach and email the form to the correct approver listed on the Student International Travel Approval Forms. Broader approval may be granted for multiple travel events for an individual traveler in one identified country at the discretion of the Approver and within a clearly defined period of time, and according to the laws and regulations of that country.  
  • The Approver receives and reviews the Request. Based on the travel itinerary and justification, the Approver accepts or does not accept the Request, and signs and dates the form. For high-risk destinations, approvers may require an additional risk evaluation before making a decision, and they will notify the International Study & Travel Risk Manager, who will contact the student for a brief interview.   
  • Each approver must keep a copy of all requests (whether approved or not) in case of emergency, and must also email a copy back without a signature and without an explanation, reach out to the approver to understand the issue.
  • If the approval form is returned to the student without a signature and without an explanation, reach out to the approver to understand the issue. 

Requirements After International Travel

  1. Monitor and record any symptoms of COVID-like or acute illnesses for 14 days, beginning on the first day after arrival if you have any symptoms or have been exposed to someone who is ill. This includes taking your temperature and monitoring symptoms.
  2. Complete the Digital Screener if you acquired COVID infection or been exposed within 10 days of returning to onsite.   
  3. Quarantine after travel if appropriate due to COVID or other infectious illness. Individuals should remain in their hotel or residence for up to 10 days, mask and stay 6 feet away from people with whom they did not travel, wash hands frequently, and only go out for essential activities like obtaining food, medical care, or individual outdoor exercise.  
  4. Get further information if you have additional questions about issues like returning to campus, a positive COVID test or high-risk exposure.
  • ​UCSF San Francisco and Fresno employees and learners call the COVID Response Team at (415) 514-7328.  
  • BCH Oakland employees should check with Employee Health: x3620 or send an email to [email protected].  
  • To get a COVID test, visit the Digital Screener for information or call the COVID Hotline at (415) 514-7328. 
  • If you have any issues obtaining rapid antigen tests for return to work or school, check with Occupational Health Services or Student Health and Counseling Services. international work/study and takes a copy of the form abroad in case of emergency.   

If You Need Travel Assistance

Before travel, visit the UCSF Risk Management Travel webpage for information on the travel benefits available through Chubb-AXA for UC-related business travel (e.g., rotations, research, meetings, consultancies, conferences, etc.).  

During travel, country borders may close, and flights may be limited. If you face challenges when attempting to obtain flights to the U.S., read the following guidance:  

  • Members of the UCSF community who are currently abroad and intent on traveling to the U.S. are urged to work with their airlines to update travel arrangements.   
  • UCSF travelers who are stranded and cannot get a flight to the U.S. AND who are traveling on UC-related business (e.g., rotations, research, meetings, consultancies, conferences, etc.) can contact Chubb-AXA Global Assistance (see below); however, evacuations cannot be guaranteed and depend on local circumstances, individual illness requirements, and governmental orders.  
  • UCSF travelers on personal travel or vacation who are U.S. citizens, and who cannot obtain a flight back to the U.S., should contact American Citizen Services (ACS). Lawful permanent residents (LPRs, or "green card holders") are included in emergency evacuations when there is the capability to do so.  
  • For country-specific information, travelers need to contact the local ACS at the Embassy or Consulate nearest to them: Get Embassy and Consulate information abroad.  
  • Check current U.S. border restrictions before you attempt to return to the United States. Check  current international border restrictions where you are located abroad.