Register your Travel
Register for UC's free Travel Insurance. Coverage includes medical care and evacuation, loss of personal property, extraction services, and more. Login to My Access. Scroll to “Pre-trip Planning”. This tool agregates information from respected sites (CDC, WHO, etc)
Expenses and Restrictions
Supply chain management provides guidance for travel expenses.
According to UC Policy- you can use up to an intermediate-size model. If you need on off road, or multiple passenger option, it requires exceptional approval. To make that happen, fill in the ‘other expenses' section of the Exceptional Meeting & Entertainment Expenses form, and send it to your Designated Approver. Submit it to BearBuy with your other paperwork, as soon as the charges hit your credit card!
Health and Safety Considerations
Use the travel planning tool, Worldcue Planner before booking business or personal trips (domestic or international). This tool includes information on health issues, required immunizations, safety and security, culture, language, transportation, weather, and currency exchange rates. By registering your travel, you receive real-time alerts, text or email as you travel. The free service is available to anyone with a UC email. The information is gathered from the Department of State, CDC, WHO, CIA, and international press.
Some vaccine courses take several weeks to complete, start early, and get your staff started early. Students should use the student health clinic. Employees access their regular provider. Some shots there can be charged to a fund and DPA. The Adult Immunization and Travel Clinic run by the Department of Public Health has many vaccinations on hand. Kaiser patients are vaccinated at no charge. Regardless of where you go, call to make sure the appropriate immunizations are on hand before your appointment, allow time for repeat visits and ensure the records get to your regular patient file. UCSF travelers returning from high incident Tuberculosis areas require a TB skin test or symptom review (no cost) 12 weeks following their return. Contact Occupational Health before you return to work (415-882-7580) or take the return to work clearance form to your regular doctor.
Contact the embassy to ensure your medication is legal, available or requires a prescription at your destination. Packed with your medications, carry a letter from the prescribing physician, describing the condition and the medications, including the generic names of prescribed drugs. Carry copies of all prescription labels. Border crossing can be delayed when drugs are re-packaged.
After registering your travel, you have access to 24/7 referral to health resources in your area. If you are planning on a remote sojourn, the system can identify best choices for care. Work with Risk Management to plan your trip. UCSF business travelers who become ill or injured (including blood borne pathogen exposure), or have symptoms of communicable disease should contact Occupational Health.
If you are working remotely with an established group, determine what emergency supplies are on hand for staff. Is their post-exposure prophylaxis kit on hand, and not expired? If medical supplies are short, are there sufficient stocks to deal with a staff emergency? Do they re-use needles? If you are sick, how will you be cared for? Talk to people on site or recent returnees. If you are organizing the trip you have defined minimum standards of care you must provide to your UCSF employees. Contact Occupational Health with questions.
The UCSF needlestick hotline is available for advice, but is set up as a call back system. You will have to have someone call in for you locally, so they can be called back. (415) 719-3898. In an emergency- contact your UC contracted travel insurance company. They have MD’s online 24/7 and can facilitate local interventions as well as having a person onsite if that is needed. When care has been initiated, contact your UCSF contacts, risk management, and occupational health.
UCSF travelers returning from high incident Tuberculosis areas require a TB skin test or symptom review (no cost) 12 weeks following their return. Call UCSF Occupational Health Services 415-882-7580 or take the return to work clearance form to your regular doctor.
Need more information? Contact the Global HUB