Plan ahead: timely IBTR submission ensures smooth international business travel

Auburn Abroad reminds faculty and staff planning international travel that timely submission to the International Business Travel Registry (IBTR) is essential. Submissions should be made 30 days or more before departure.

Many destinations are currently subject to heightened review, meaning travel requests may require a risk assessment waiver, additional insurance, or other paperwork before the traveler registration can be confirmed, a process that takes time and cannot be expedited simply because a departure date is near.

While we understand that schedules can be unpredictable, late submissions can create obstacles for travelers and challenges administratively.

It is also important to note that travel insurance enrollment is administered by a dedicated coordinator during standard university business hours (8 a.m. – 4:45 p.m., Monday – Friday). Enrollment will not be processed outside of those hours except in the case of a documented emergency.

Faculty and staff who submit registrations close to their departure date should understand that same-day or after-hours processing is not guaranteed.

Please plan to submit your travel registration in IBTR at least 30 days before your departure date. This window allows adequate time for review by all relevant parties and enrollment.

To help avoid delays or returned registrations please:

• Verify that your FOAP (Fund, Organization, Account, Program) is entered correctly. An incorrect FOAP requires correction at the department level and creates unnecessary back-and-forth that can further delay processing. If you are unsure of your department's FOAP, please confirm with your department administrator before submitting your request.

Questions about IBTR access, outstanding records, or travel insurance enrollment can be directed to the Travel Insurance Coordinator, Aimé McCorcle, at travreg@auburn.edu.

Please note that you can also find helpful information on our website, including a helpful how-to video to help fill out your IBTR.

Additionally, Aimé offers weekly drop-in help sessions at two convenient times:

• Tuesdays at 2 p.m. — In-person at the Auburn Abroad suite. Please bring your AU laptop.

• Fridays at 9 a.m. — Virtual via Zoom at aub.ie/travreginfo. Screenshare is available.

Feel free to bring your laptop as these sessions are a great opportunity to get hands-on assistance with submitting or updating a travel request before your deadline.

Auburn Abroad remains committed to supporting safe international business travel and is here to help make the process as smooth as possible. We appreciate your partnership completing the registration in a timely manner.

Thank you for your understanding and for your help in making this process successful and accurate.