To initiate a travel request, applicants must send us an email to International and Global Health Office at [email protected] along with the following completed documents:

• Photocopy of Passport Photo Page (valid at least 6 months upon return to Canada)
• Alternate Travel Insurance Checklist (if applicable)
• CV

Once these documents are received, the IGHO submits travel requests to the Faculty of Medicine leadership for approval and notifies the University of Ottawa Human Resources for verification of the applicant’s eligibility for travel:

• Duration (support staff cannot be abroad for more than 90 consecutive days and 120 cumulative days per year)
• Work status (if applicable)
• Sufficient travel and emergency healthcare insurance coverage
• Workplace Safety and Insurance Board (WSIB) (if applicable)

Please note that all applicants must undergo an HR verification process at least 30 days prior to departure.

All applicants who are approved as travelers will have to complete the following requirements prior to departure:

Financial Pre-Approval (if travel is subsidized by a Faculty Department)

Travelers must submit a pre-approval request to the Faculty of Medicine Financial Services:

• By Concur (for uOttawa professors and support staff)
• By request form (xlsx, 33.47 KB) if external traveler on behalf of the Faculty of Medicine)

N.B. Travelers must submit their pre-approval requests to Finance at least 7 business days before departure. Neglecting to do this will delay travel reimbursements upon return to Canada.

For any inquiries about the reimbursement forms or Concur, please contact the Medicine Travel Resource office at [email protected]. Helpful resources can also be found on the uOttawa eTravel webpage.

Receipts and Boarding Passes:

Travelers must keep all expense receipts (including boarding passes) for reimbursement (if applicable) upon return to Canada.

Flight Reservation

Travelers can purchase flights themselves (contact IGHO at [email protected] if you need support). Travelers are encouraged to book flight at least one month prior to departure, to ensure best pricing.

Flights can also be purchased for travelers by Medicine Travel Resource office at [email protected]

Visa Application Process

Many international destinations require invitation letters and travel visa for entry. Applicants should consult the Government of Canada website for the latest visa requirements.

For travelers taking part in travels related to the Faculty of Medicine’s international partnerships, the IGHO can request an invitation letter on your behalf required for visa applications (if applicable).

Hotel Reservation

If travelling as part of a delegation (more than 1 individual traveling to same destination), the hotel reservations will be made by the IGHO. Travelers will receive their booking confirmation by email and may be responsible to organize transportation between the airport and their hotel.

Pre-Departure Training

Before departure, travelers may be required to participate in a pre-departure training if travelling to countries posing a high level of risk. Training may be delivered at an in-person session or as an information package sent to you by email.

Medical and security risk services

The University of Ottawa has developed a formal risk management framework that is applied to the University as a whole.

Before traveling abroad, please consult the uOttawa International Travel Risk Management Directive.

COVID-19: Faculty and Staff must ensure they register to the uOttawa travel registry and abide by the uOttawa travel policy (information available here: Faculty of Medicine International Mobility - Faculty and Staff).  

Pre-Departure Travel Checklist

• I have submitted financial pre-approval request to the uOttawa Faculty of Medicine Finance Department for financial pre-travel approval.
• I have received the invitation letter from the International and Global Health Office.
• I have registered to the uOttawa travel registry. 
• My passport is valid for at least six months beyond my return travel date.
• I have checked Visa requirements and secured all necessary visas and documents.
• I have consulted with a travel healthcare professional regarding travel immunizations.
• I have made flight arrangements and provided my itinerary to [email protected].
• I have confirmed my hotel during my travels abroad.
• I have obtained adequate travel health insurance and have WSIB coverage (if applicable).
• I have provided my contact information to family, friends and my sending institution/organization. A close friend or family member also has a copy of my travel documents, placement details, and travel arrangements.
• I have registered with Canadians Abroad or Smart Traveler Enrollment Program (USA) and confirmed contact information for local Canadian, British and/or Australian embassies and consulates, as appropriate.
• I have refilled my regular prescriptions, including optometrical.
• My personal medical kit has been prepared according to the instructions of my doctor.
• I have money in both Canadian and appropriate international currencies.

Emergency contact card

Travelers are strongly encouraged to keep a list of emergency contacts on them in case of a medical or other emergencies. The following template can be used for this information: Emergency Contact Tag (pdf, 91.31 KB)

Photos

The IGHO likes to promote international activities through online communication channels. If interested in sharing your experience, please send photos and a 1-2 sentence description to [email protected]. Thank you in advance for your contribution.

Debriefing Sessions

Meetings may be organized by the IGHO to debrief on business outcomes and identify required follow-up actions.

Travel Reimbursements (if applicable)

Travelers must submit their travel reimbursements, no later than 10 days following their date of return. Reimbursements should be submitted through the same method used for the pre-approval request:

• By Concur (for uOttawa professors and support staff)
• By request form (if not on concur)

For any inquiries about the reimbursement forms or Concur, please contact the Medicine Travel Resource office at [email protected]. Helpful resources can also be found on the uOttawa eTravel webpage.

Post-Visit Survey

Travelers will receive a survey by email upon their return to Ottawa. The information collected will help the IGHO report on the overall travel outcomes and collect feedback from travelers on their level of satisfaction and suggestions to improve the organization of future travels.