Traveling Abroad Checklist
Preparation for your time abroad should include developing an understanding of the current political, social, economic, cultural, health, and technology situations in the country and region. Additionally, it is important to scan for recent events in the popular press. Basic resources that provide extremely useful information by country include:
As soon as you know your destination:
- Check for US Department of State Travel Warnings & Alerts
- Check the expiration date of your passport
- Determine whether you need a visa for the country (or countries) you will visit
Two months before you go:
- Check the immunizations you need based on your destination through the CDC’s Travel website and get required immunizations on the timetable recommended by CDC
- Have a consultation with a pharmacist to determine recommended vaccinations and other travel health related needs prior to your trip at no cost to you via your Comprehensive Medication Management for Global Travel benefit
One month before you go:
- Review the insurance and assistance available to you though the University of Pittsburgh as described on the Human Resources website.
- Ensure your trip is registered with in the in the International SOS MyTrips portal, note that if you booked via Concur or Anthony Travel, your trip should automatically be registered but we encourage to login to make sure your information like email address and other details are added or correct. If you have booked outside of Concur or Anthony, you can manually enter your trip by following the instructions here.
- Upon registration, we strongly recommend you download the ISOS Assistance App. When you first start the App, you will be asked to enter your Membership Number, please input the following: 399GDA918470. Please note you will have to have a valid data plan for your destination and have location services turned on.
- Register your travel with the US State Department’s STEP Program
- Determine your technology needs and obtain technology that meets your needs and will work at your travel destination.
- Contact your credit card and debit card issuers and add a travel notice to your account.
- Review emergency protocol guidelines
- Make copies of important documentation
If you're Taking Students Abroad:
- Review and keep handy the SAO Best Practices for HSS
- Review and make students aware of US DOS Students Abroad
If problems arise:
- Follow the emergency protocol guidelines for your particular emergency which can include:
- Contacting local help
- Contacting the Pitt Police
- Contacting the nearest US Embassy or Consulate
- Obtain updates on emerging threats to security abroad from the Overseas Security Advisory Council
- Review what help you can receive from the U.S. Department of State
If you've borrowed a technical device, such as an iPad, laptop or smartphone, all devices must be returned within one week of arrival. Perform the following to secure your data before returning your device.
- Do not connect a loaned device to Wireless PittNet or to any wired network ports at the University.
- Transfer any data that you want to keep from the device. CSSD will securely erase the device when you return it, so it is your responsibility to transfer any data that you want to retain.
- Change your University Computing Account password at My Pitt. Log in, click Manage My Account in the left-hand menu, click Password Change, and follow the instructions.
Researching Abroad Checklist
When planning an international research project, consider the following:
- Business Considerations
- Pitt Faculty, Staff, and Student Related Considerations
- Research Considerations
Business Considerations:
- Are you familiar with host country laws that need to be considered when conducting the project?
- If yes, consult the Planning Considerations page.
- Will the project be conducted in an embargoed or sanctioned country?
- If yes, consult the Planning Considerations page.
- Will citizens of the foreign location be hired to work on the project?
- If yes, consult the Planning Considerations, Budget Preparation, Research Participant Compensation pages.
- Will you pay foreign citizens for services performed on this project?
- If yes, consult the Research Participant Compensation, Budget Preparation, and Planning Considerations pages.
- Will funds/cash be needed within the foreign country to conduct the project?
- If yes, consult the Budget Preparation and Cash Management Tips pages.
- Will an international subcontract be required to accomplish the project?
- If yes, consult the Research Agreements page.
- Will a formal agreement (of any type) be required with any foreign-based entity to support the project?
- If yes, consult the Research Agreements page.
Pitt Faculty, Staff, and Student Related Considerations:
- Will Pitt faculty and/or staff travel to the foreign location to work on the project?
- If yes, consult the Traveling Abroad Checklist, as well as the Planning Considerations and Budget Preparation pages.
- Will Pitt students travel to the foreign location to work on the project?
- If yes, consult the Traveling Abroad Checklist, as well as the Planning Considerations and Budget Preparation pages.
- Do all Pitt faculty, staff, and students traveling to the foreign location have valid passports and visas (if required)?
- If yes, consult the Travel Basics page.
Research Considerations:
- Will you need to ship or carry any equipment and/or technology and communication devices to the foreign location?
- If yes, consult the Technology page.
- Will human subject research be conducted in the foreign location?
- If yes, consult the Planning Considerations, Budget Preparation, and Research Compliance pages.
- Will animal research be conducted in the foreign location?
- If yes, consult the Planning Considerations, Budget Preparation, and Research Compliance pages.
- Are any additional resources needed to plan your international research project and/or to develop the budget that are not included on this checklist?
- If yes, consult the Planning Considerations and Budget Preparation pages, or contact Global Operations Support.
Technology Abroad Checklist
- Consider using the Technology Loaner Program for International Travel.
- Inventory your equipment.
- Review the guidelines for using your devices abroad.
- Call the Technology Help Desk at 412-624-HELP (4357) to ask any last-minute questions you may have.
- Keep your device with you at all times.
- Be aware of your surroundings.
- Be careful using public networks (WiFi, Cyber Café’, etc.)
- Report a lost or stolen device immediately by calling the Technology Help Desk at 412-624-HELP (4357).
- Don’t connect your devices to the University’s network until they are checked and rebuilt.
- Make arrangements to have your devices erased and rebuilt.
- Change your University Computing Account password, but do not do so using any of the devices you took abroad.
- Return any devices you borrowed to the Technology Loaner Program for International Travel.
Obtaining a Visa to China
Given the potential array of variables that can exist with Foreign Nationals residing in the United States who are affiliated with Pitt, this guide exists primarily to address the scenario of a U.S. citizen working for the University who wishes to travel to China for University purposes. Foreign Nationals working for Pitt can still seek assistance from the visa services below, however, the details presented here may or may not apply. In general, it is recommended as a convenience that you use a visa processing service. Several services exist; all those mentioned here have been used by Pitt administration and faculty at some time. Please read carefully through the website of the service you choose in order to ensure that you are providing what they ask for. We recommend that you call your service provider with any questions you might have before submitting to them. Below are the basics of the application process that tend to be, from our experience, common to most visa applications for China and to the visa processing services as well. The following information is meant as a guide to this process and to provide helpful tips that have, in the past, aided those in their application process. They are, by no means, a substitute for what a visa processing service may ask of you and are subject to frequent change.
What You Will Need Before Applying
Your Passport
- Must have, at minimum, 6 months validity left after your planned departure date from China
- Must have, at least 2 blank facing pages for the visa (supplement pages added in do not count)
- It is recommended that if you are hoping to get a 10 year tourist visa, your passport should be less than two years old at the time of application. This is to allow enough time to cover the visa. This is not a guarantee that you will be granted a 10 year visa but may, from our experiences, help your chances.
A Recent Passport Sized Photo
- Must be less than 6 months old
- If your passport is more than 6 months old, make sure your photo is not the same picture. As a rule, it is best to use a different photo than the one in your passport
A Booked Flight Ticket
- Must show a purchased ticket, not just a reservation. They want to see proof of purchase.
Proof of Accommodations
- A hotel reservation confirmation or a letter from a sponsor with whom you will be staying with the dates.
Letters for Business Visas Only
- Invitation Letter: a letter from your sponsor in China (Optional for tourist visa)
- Introductory Letter: a letter from your employer in the US
Commonly Used Visa Services
Form and Attachments
Obtain an Application Form
- You can obtain a visa application form from your chosen visa service provider listed in the "Essentials for Application" tab
Include the Following Attachments
- A copy of your passport information page
- A recent passport-sized photo that is less than 6 months old
- If your passport is more than six months old, make sure your photo is not the same picture. As a rule, it is best to use a different photo than the one in your passport
- If you are submitting an Invitation Letter1, you must submit the original, with the red, circular stamp (‘chop’) from the Chinese sponsor. If the original is not available, then a color copy showing the stamp is required. It is not guaranteed to be accepted if it is a copy.
When Filling Out the Application, You Must:
- Carefully read and consider what the application is asking you for first before filling it out and submitting it
- Use the correct date format: Year-Month-Day, YYYY-MM-DD
- Type it using all capital letters
- Provide the address of your host or destination in English characters on the form, if it is not available already
- Fill it out entirely. Do NOT leave any fields blank. If the field does not apply, you must type "N/A" in that field
- Make sure you have listed all the countries you have visited in the last year that are stamped in your passport
- If you wish to apply for the 10 year tourist visa, you must put that in the “Other” field found in “Intended number of Entries 2.2” section located under “Part 2: Travel Information” on your visa application form. Please note: This does not, by any means, guarantee that you will be considered for or given a 10 year visa. This is merely a recommendation if you would like to attempt it.
1Invitation Letter: a letter from your sponsor in China (Optional for tourist visa)
For Submission, It Is Recommended
- That when shipping to your visa service provider, print a return label through Pitt’s CampusShip account when configuring your postage and include it with your packet. This will be less expensive.
- That you opt for package tracking.
- That you opt for express shipping.
Miscellaneous
- If you have been to a country with Yellow Fever, they will require a proof of vaccine via the International Certificate of Vaccination i.e. the “yellow card”.
- If you lose your passport in China, you will need to apply for a new visa before you leave.
- If you are staying long term in China, you may be required to complete additional residency requirements.