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Travel Waivers

Travel waiver requests

What is a travel waiver request?

A ‘travel waiver request’ means that travel must be reviewed by UW and will require official approval. Whether a travel waiver is required will depend on the UW status and destination of the traveler. If a waiver is required, it will be included in the registration process.

Graduate Students

Travel waiver requests for graduate students are a part of the application process for UW Study Abroad Field Research and Independent Learning Abroad (FRILA) for travel to a Department of State (DOS) Level 3 or 4 destination. A waiver for travel to a DOS Level 4 destination will be considered if your proposed trip meets one of the following criteria:

  • It is necessary to fulfill degree requirement or degree completion that cannot be completed remotely or through an on-campus option, or due to time-limited external funding
  • You are already abroad and facing extenuating circumstances due to visa/immigration issues in returning to the U.S. or your continued enrollment at the UW is required for specified reasons.

Next steps

  • If you are traveling to a country with a national DOS Level 4 advisory or planning travel to an DOS Level 4 advisory region, you must submit a written endorsement from your committee chair (or equivalent) and Graduate Program Coordinator (GPC). Please secure these endorsements prior to the independent learning application process. You will upload them as part of the application
  • A department or school may require a higher level of endorsement or additional approval steps for their graduate students. Graduate students must confirm these requirements with their department or school prior to submitting an application.
  • If your travel is approved, you will be made fully aware of exceptions and exclusions on the UW Student Abroad Insurance plan for countries under a current U.S. Department of State Level 4 Travel Advisory, and of UW policies governing returning travelers (including pre-departure requirements, quarantines, testing, or notification requirements).
  • Sign up for FRILA and request a travel waiver

Undergraduate Students

  • UW Study Abroad oversees and approves all undergraduate international travel. Per the updated UW International Travel Rules and Restrictions, undergraduate students are permitted to travel to Department of State (DOS) Level 1 or 2 destinations starting on September 10th, 2021. 
  • Undergraduate students are eligible to participate in UW Study Abroad FRILA to DOS Level 1 or 2 destinations.

Travel to destinations with a national or regional Department of State (DOS) Level 4 advisory requires a travel waiver per the updated UW International Travel Rules and Restrictions. ITRASC will review your application and Provost approval is required.

Employee Travelers to High-Risk Destinations

You must acknowledge that you have been fully informed and are aware of the following:

  • Exceptions and exclusions on the UW Employee Emergency Travel Assistance plan for countries under a current U.S. Department of State Level 4 Travel Advisory
  • UW Environmental Health and Safety policies governing outbound or returning travelers (including any quarantines, safety plan approval, testing, or notification requirements)

Start the travel registry process

  • Countries where health infrastructures are fragile may have difficulty handling serious cases and may not support the needs of seriously ill foreigners.
  • Medical or security evacuations must be authorized and approved by UW’s emergency assistance provider prior to departure. Transportation costs for an evacuation cannot be reimbursed without the involvement of International SOS or Cigna Insurance.
  • Where medical evacuation can be arranged, the time required for immigration and aviation permissions is prolonged compared to normal, even in critical situations. Some countries may restrict refueling stops for aircraft with a contagious patients, making certain routes unavailable.
  • In the case of a COVID-19 or other infectious disease evacuation, only specific air ambulances are equipped to safely handle patients. Demand for these aircrafts may vary depending on the situation in that country. Proof of a positive case will be necessary before a patient will be accepted for international evacuation.
  • In the unfortunate case of a death abroad, return of remains is generally delayed. The deceased may be subject to local regulations governing preservation and shipping of remains (some countries do not allow cremation or embalming). Shipping of remains meantime may be delayed due to the limited capacity of commercial carriers.

  • The UW Student and Employee Abroad Insurance policy is subject to exclusions and limitations for countries under a current U.S. Department of State Level 4 Travel Advisory.
  • Political evacuation and natural disaster evacuation benefits are not covered while in a country with a Department of State Level 4: “Do Not Travel” travel advisory is in place. Travel destinations should be carefully considered given these exclusions.
  • High-risk activities, such as bungee jumping or deep water scuba diving, are excluded from the insurance policy; injury resulting from an adventure sport will not be a covered expense.

  • Airlines, countries or regions may have quarantine or testing requirements. Quarantine timeframes vary. You may be subject to fines or legal consequences if the requirements are not followed.
  • Quarantine and testing requirements can change with little to no notice.
  • The insurance quarantine benefit exists but is intentionally hard to activate, to avoid it’s misuse. Coverage for quarantine expenses requires proof of illness by a doctor, medical certification that you are not fit to fly, and proof of restriction by the country or the airline that you are required to isolate.

  • Restrictions of inbound travel from and between countries vary from country to country. This includes for critical patients who need access to a higher level of care.
  • Some restrictions may be based on previous travel, as well as passport or citizenship country.
  • Border restrictions or closures (abroad and for the United States) may change with little to no notice.
  • U.S. Department of State repatriation flights are not always available and not guaranteed and are generally provided on a reimbursement basis.