International Travel Registration Process

1. Visit the Crisis24 Horizon Portal Log-In to create an account and/or new trip.
   • Review this document for instructions on how to create an account, register a new trip, and edit an existing trip.
2. Once you submit your trip, NSU’s International Travel Registration team will be in touch via email (intltravelreg@nova.edu) within 5-10 business days to provide approval or request additional information via email regarding your destination.
   • Please note, you must enter estimated travel (i.e. all proposed flights, trains, cars, etc.) and accommodation information when registering a trip for initial Destination approval. Reviewing the proposed travel and accommodation information is a part of the approval process so the university can ensure you have acceptable plans in place if your travel destination is to be approved.
     • You can go in and update details later. The initial registration is for general approval of the region(s) you will be traveling to.
   • You may be contacted to submit additional information, program approvals, etc. regarding your trip before destination approval is given.
3. For groups, the trip leader must create and register the trip for the entire group in Crisis24.
   • When creating the trip, click “add person” to add group travelers in addition to yourself. 
   • You can go back in and add travelers later if you do not know your group.

Once your destination is approved: 

• Download the Crisis24 app to receive emergency alerts and complete safety check-ins while abroad, if needed. All travelers should download the app.
• Save the Crisis24 Emergency Security & Medical Hotline number: +1-667-225-6158

You will need to complete this step before you can book any flights or hotels with NSU’s Travel Management Company. Estimate costs for flights, accommodations, meals, etc. You can update these later in Concur. 

Before submitting your Concur Travel Request:

• Faculty, Staff, and Researchers: Discuss your budget line/index with your supervisor or program chair prior to completing this step. 
• Students: Contact studente@nova.edu before submitting a Concur Travel Request. 

Approval Process:

• Submitting your request triggers approvals from your supervisor and the NSU budget/finance team.
• Concur will notify you of approval (or request additional information). Times vary by department or program.

Group Travel Only:

• Consider requesting a cash advance for upfront costs through Concur (contact aphelp@nova.edu for details).
  • Note: Approval is department-specific and not guaranteed.  

Concur System Help Resources: 

• Concur Reference Guides & Help Page 
• How to Create and Submit a Travel Request

Additional questions about Concur? Contact jason.fitch@nova.edu.

Three options are available for booking your university-funded travel after your Concur Travel Request is approved. 

1. Self-Booking with Reimbursement
   • Discuss and secure approval from your supervisor and budget office before making any travel purchases.
   • Use Concur to submit your travel expenses after the trip. Contact your department's finance team or this website for Concur assistance.
2. Booking through CIAzumano (NSU's Travel Management Company)
   • Requirement: Obtain Finance and Supervisor Approval through Concur Travel Request first.
   • Process:
     • Concur might request specific flight and accommodation details. You may contact CIAzumano (nsu@ciazumano.com) for options to enter into Concur.
     • Once approved, CIAzumano will contact you for booking and may request additional information (passport, traveler details).
   • Booking Timelines: Processing times vary due to airline, group/individual status, and availability. Reservations are prioritized for cost savings.
3. Third-Party Partners: Perhaps your trip is being coordinated through a partner organization, and part of the package or contract is flight and/or accommodations. If this is an option for you, please see “Third Party Organization / International Partnership Approval” in this document.

• International Travel Waiver
• Proof of Department of State STEP Emergency Services Program  (U.S. Citizens only)
• Copy of Unexpired Passport(s) valid for at least 6 months
• Visa for Country of Destination, if applicable
• Proof of International Health Insurance Coverage
  • NSU’s BCBS Employee Health Insurance (full-time employees) and NSU Aetna Student Health Insurance provide international health insurance coverage.

After submitting your documents, NSU's International Travel Registration Team (intltravelreg@nova.edu) will respond within 5 business days to confirm receipt or request any missing information.

For faculty-led programs, many times students will need to pay for the trip. To collect payments, you will need to create a Marketplace Event Link where students can input their credit card information and pay. These Marketplace Accounts can transfer directly to the NSU budget index of your choosing, which can be used to pay for trip expenses.

To request a marketplace event page for collecting student payments/travel funds, email the Marketplace Submission Form to faarmarketplace@nova.edu. Once the event page is set up, the link for purchasing will be emailed to you. You will need the trip details, cost breakdowns and deadlines, and NSU index and account number where the funds will be transferred.

Many trips involve partnerships with external organizations to facilitate the experience. However, partnering with these organizations requires specific approvals due to potential direct payments from NSU.

To get this approval and make your payment, you must:

1. Gather Documents:
   • Contract outlining services and costs from the partner.
   • Invoice with invoice number, service details, payment deadlines, and payment instructions (check request or wire transfer).
   • Partner's tax information: W-8 (international) or W-9 (domestic). 
2. Contact the Appropriate Department:
   • Staff, Faculty, Researchers: Contact NSU’s Office of Legal Affairs at legal@nova.edu. Their team will guide you on the next steps needed, which may include submission of draft contract into eContracts, revisions, and departmental signatures.
   • Students: Contact studente@nova.edu.

Contract design and development can be lengthy depending on the nature of the trip and can take up to 6 months in some situations.