Program Leaders

Note:
Starting July 1, the processing of travelers' mandatory global medical and security assistance insurance will be handled by the Office of Risk Management. The information provided on these websites pertains to travel with a departure date on or after 7/1/2026.

University Policy 1070 requires all travelers on international university-supported travel be enrolled in the university's designated global medical & security insurance. The designated global travel insurance provider is Cultural Insurance Services International (CISI). The CISI plan provides emergency medical coverage and evacuation, security evacuation, and repatriation services. Information on insurance coverages and cost can be found on the Insurance Abroad Coverage Information page.

How to Enroll and Pay Premiums

VT Faculty-Led Study Abroad Program Leaders

Insurance enrollment and billing processes are established by the Global Education Office, VT Engage, and the Office of Risk Management. Program leaders have dual-track responsibilities: register their own travel, and register the participants in their program. The Office of Risk Management and the Global Safety Office recommend this timeline:

At least six weeks prior to departure: confirm roster with GEO's Global Safety Office, who will use this information to input travelers into the Global Travel Registry (GTR). Information in the GTR will be used to (a) enroll travelers in the global medical & security insurance, and (b) internally bill the program fund for the cost of all associated premiums.
At least 30 days prior to departure: submit Emburse trip pre-approval for department-funded travel costs, including program leader travel (can use a $1 placeholder if needed). Indicate that you are leading a study abroad program to ensure the reduced rate.
If a student withdraws between roster confirmation and the program's departure, immediately notify GEO's Global Safety Office. Shortly after the program start date, the program will be charged for insurance for all participants. This cost will be nonrefundable.
Travel with the CISI verification letter, and encourage your participants to do the same. This will come directly from CISI prior to departure.

VT-Led Non-Credit Program Leaders

Processes for insurance enrollment and billing are dependent on processes established by the Global Education Office, VT Engage, and the Global Safety Office. Program leaders have three responsibilities: have the program approved by GNAC, register their own travel, and register the participants in their program. The Office of Risk Management and the Global Safety Office recommend this timeline:

At least 60 days prior to departure: submit a Non-Credit International Travel Planning Assessment. This should include determining a funding source for the university's required global medical & security insurance.
At least six weeks prior to departure: confirm roster and submit to GEO's Global Safety Office, who will use this information to input travelers into the Global Travel Registry (GTR). Information in the GTR will be used to (a) enroll travelers in the global medical & security insurance, and (b) internally bill the program fund for the cost of all associated premiums.
At least 30 days prior to departure: submit Emburse trip pre-approval for department-funded travel costs, including program leader travel (can use a $1 placeholder if needed). Indicate that you are leading a non-credit program to ensure the reduced rate.
If a student withdraws between roster confirmation and the program's departure, immediately notify GEO's Global Safety Office. Shortly after the program start date, the program will be charged for insurance for all participants. This cost will be nonrefundable.
Travel with the CISI verification letter, and encourage your participants to do the same. This will come directly from CISI prior to departure.

Unlike with VT faculty-led study abroad programs, non-credit programs do not always have a centralized funding source. As part of your planning process, establish whether there will be a centralized fund for the trip (and the source of the monies in that fund), or whether you will require participants to self-pay for components of the trip, including the cost of the global medical & security insurance. If a central trip fund is not established, the cost of the global medical & security insurance will be charged to the students' accounts with the Office of the University Bursar, similar to how students are charged for the insurance if participating in a third party program.

VT Program Leader FAQs

The university cares about the safety, health, and wellbeing of its faculty, staff, and students while abroad, and strives to support their endeavors. To further this objective as outlined in Policy 1070, the Office of Risk Management administers the university’s global travel emergency medical and assistance services insurance. These changes reduce administrative burden on travelers, the departments that support them, and the Global Education Office by streamlining and centralizing institutional billing and enrollment in the Office of Risk Management.

No, the coverages available through CISI and AXA Assistance remain the same. AXA Assistance 24/7 phone number (+1 312-935-1703) and email (medassist-usa@axa-assistance.us) remain the same.

Confirmation of program roster is key! Approximately six weeks prior to the program's departure date, the study abroad program's primary program leader will work with GEO's Global Safety Office or their GEO Program Manager to confirm the program roster. GEO's Global Safety Office will enter the group's details to the Global Travel Registry, which VT's Office of Risk Management will use to ensure CISI coverage. CISI will continue to provide verification of coverage to all program participants.
Faculty program leaders are enrolled in CISI via Emburse. Approval of an Emburse trip pre-approval ensures the faculty program leader will be entered into the Global Travel Registry and covered by the global medical & security insurance. Non-employee program leaders whose trip pre-approvals are submitted to Emburse are covered in the same way.
Verification of coverage messages. Program leaders and students will receive individual verification of coverage messages from CISI before their program’s departure date. If medical or security assistance is needed, the program participant will have everything they need to access assistance on their insurance ID card.
Departmental billing. Fiscal techs will no longer remit payment to CISI via HokieMart. Based on each group’s travel dates and roster, the CISI insurance cost will be charged to the program fund by the Office of Risk Management after the start of the program.
Reconciliation. If a student drops out of the program less than 7 days prior to departure date, the program leader should notify GEO's Global Safety Office. Insurance is nonrefundable for student participants after the departure date.

Timely commitment to the program in the My Study Abroad portal matters. Students in Committed status in their My Study Abroad portal who have made timely program payments will be included in the roster for the Global Travel Registry and enrolled in the global medical & security insurance. GEO will work with the program leader to verify the program roster.
Verification of coverage messages. Students will receive individual verification of coverage messages from CISI before their program's departure date. If medical or security assistance is needed, the student will have everything they need to access assistance on their insurance ID card.
Payment for insurance. The study abroad program costs include global medical & security insurance. The program fund will be charged for insurance for all participants following the program start date and will be nonrefundable.

Timely submission of the Non-Credit International Travel Planning Assessment matters. VT Engage requests submission of the Non-Credit International Travel Planning Assessment 60 days prior to the program's intended departure. Once approved, work with GEO's Global Safety Office for entry of the group to the Global Travel Registry.
Confirmation of program roster is key! At least 30 days prior to the program’s departure date, the program’s primary program leader will work with GEO’s Global Safety Office to confirm the program roster. GEO’s Global Safety Office will enter the group’s details to the Global Travel Registry, which VT’s Office of Risk Management will use to ensure CISI coverage. Verification of coverage and information on how to access resources will come from CISI prior to departure.
Faculty program leaders are covered in CISI via Emburse. Approval of an Emburse trip pre-approval ensures the program leader will be entered into the Global Travel Registry and covered by the university's global medical & security insurance.
Verification of coverage messages. Program leaders and students will receive individual verification of coverage messages from CISI before their program’s departure date. If medical or security assistance is needed, program participants will have everything they need to access assistance on their insurance ID card.
Billing. Program leaders and fiscal techs will no longer remit payment to CISI via HokieMart. Based on each group’s travel dates and roster, the CISI insurance cost will be charged to the program fund by the Office of Risk Management after the start of the program or directly to students’ accounts, depending on the funding organization of the program.
Reconciliation. If a student drops out of the program less than 7 days prior to the departure date, notify GEO's Global Safety Office. Insurance for student participants is nonrefundable after the departure date.

Timely commitment to program matters. Commit to the program with the program leader by their established deadlines. GEO’s Global Safety Office will work with the program leader to verify the program roster. Students who have committed will be included in the roster for the Global Travel Registry and enrolled in the university's global medical & security insurance.
Verification of coverage messages. Students will receive individual verification of coverage messages from CISI before their program's departure date. If medical or security assistance is needed, the student will have everything they need to access assistance on their insurance ID card.
Payment for Insurance. Participants' program costs may include the required global medical & security insurance, or the cost of insurance may be directly charged to the students' account. Contact your program leader for more information.

No self-enrollment. Travelers (or their delegates) no longer need to enroll directly with CISI for global medical & security insurance prior to departure.
Internal payment of premiums. Billing will no longer be through pre-payment to CISI via credit card or by invoice after travel. The Office of Risk Management will charge departments premiums based on each traveler’s number of travel days in the Global Travel Registry on file via a journal entry.
Timely Emburse pre-approval is important! Approved travel pre-approvals in Emburse will populate into the university's Global Travel Registry. The GTR will then be used by the Office of Risk Management to enroll travelers in the global medical & security insurance and subsequently bill departments. Aim to have the trip pre-approval completely approved at least seven days prior to departure.
Waiver of mandatory CISI coverage. To ensure Policy 1070 compliance and robust coverage for all VT international travelers, waivers of the mandatory CISI coverage will no longer be available based on travel to one's country of citizenship or legal permanent residence status.