The information presented below is not legal advice, is not to be acted on as such, is subject to change without notice, and is not a substitute for obtaining legal advice from a qualified attorney.
As the federal policy landscape continues to evolve, Hofstra offers guidance to our faculty, administrators, and staff considering travel abroad. The dynamic nature of travel and immigration policy demands that travelers are well informed in making decisions about whether and where to travel. An important consideration is an individual’s immigration status. Hofstra employees who are foreign nationals should consider the potential risks associated with both essential and non-essential travel. Employees who are permanent residents should be aware that there are also more limited risk factors that might apply to them. Employees should be aware that current government policy permits U.S. Customs and other immigration officials to review social media accounts of visa holders. Similarly, U.S. Customs has the authority to request access to personal electronic devices for anyone seeking admission into the United States. Resources, listed at the bottom of this document, are available for information and to offer support to all Hofstra employees during these uncertain times, and faculty, administrators, and staff can also contact the Office of Human Resources with any questions. However, as the risk associated with international travel is a fact-specific question for each individual, we encourage all to speak with a personal immigration attorney in advance of travel to advise on any risk factors that might apply to their individual circumstances.
University-Specific Travel Policies
Before making plans for University-sponsored travel, you should understand if such travel requires preapproval, registration, or use of designated vendors, (e.g., Fly America Act) with your respective supervisor.
When traveling on behalf of Hofstra all employees are required to inform their respective Dean’s office and/or supervisor of their travel destination, dates of travel, and purpose of travel before travel commences. For high-risk destinations (i.e., U.S. State Department level 3 or 4), you must receive prior approval. If approved, your respective supervisor will contact Business Affairs to ensure you are able to receive emergency travel insurance for the destination.
Review Current U.S. State Department Travel Advisories
Familiarize yourself with any travel advisories for your destinations.
https://travel.state.gov/content/travel/en/traveladvisories/traveladvisories.html/
Ensure Travel Health and Safety Measures
Confirm vaccination and health insurance requirements, including whether the traveler’s insurance covers international care or medical evacuation.
Prior to departure, visa holders should identify where the nearest consulate of their home country is located and record its contact information. If your home country’s Foreign Ministry offers a travel registration service (like the U.S. STEP program), you should enroll.
Prepare for Reentry and Visa Issues
For visa holders, it is more important than ever to carry the proper documentation evidencing your status. This would be your original approval notice, as well as a valid passport with a visa stamp. It is also recommended for you to carry proof of ongoing employment (e.g., recent pay statements and/or employment letter) to provide if requested, as this is evidence of maintenance of status/compliance.
Emergency Support and Communication
All employees traveling for University business are automatically covered under Hofstra’s Emergency Travel Insurance. As part of Chubb Insurance, employees have access to a 24/7 travel assistance provider, AXA, by calling 1-855-327-1425 (inside the U.S.) or 1-630-694-9802 (outside the U.S.) or via email, medassist-usa@axa-assistance.us.
AXA can be contacted for emergency medical or security assistance, medical referrals, direct payment to medical providers, and general travel information and advice.
Employees should have a confirmed communication plan in place in case of detention, medical emergencies, or political unrest.
Research Travel: U.S. Export Control and Sanctions Laws
Researchers and faculty should check whether their activities (e.g., collaboration with foreign institutions or carrying sensitive research materials) could violate U.S. export controls or OFAC sanctions. Consult the University’s Office of Research and Sponsored Programs or General Counsel for case-specific guidance.
Resources