This information is part of the University’s pandemic travel policy.

Travel Form

Request for University-Sponsored Travel

University-sponsored travel, which is distinct from commuting, requires approval as detailed in the next section. However, international travel to some locations remains restricted based on travel advisories from federal agencies. Note that all reservations of a Facilities Department vehicle will require approval, regardless of destination.

 

Restricted Locations

Longstanding Colgate policy prohibits travel to countries with U.S. Department of State level 3 (reconsider travel) or level 4 (do not travel) advisories. Exceptions may be made, through approval on a case-by-case basis, to advisory level 3 countries if the warning is due solely to COVID-19.

Approval Process for University-Sponsored Travel

The procedures below must be followed for funding and approval of all University-sponsored travel:

  • Requests for essential University-sponsored travel must be made by completing the Request for University-Sponsored Travel form. All requests will be reviewed by Risk Management, the Budget Office, and for faculty, will include a representative from the Office of the Dean of the Faculty/Provost. Staff requests must include the approval of the supervisor and Vice President.
  • Community members approved for essential University-sponsored travel must continue to uphold the Commitment to Community Health (student commitment | employee commitment) while traveling. This includes physical distance whenever practicable, the use of face coverings, frequent handwashing, and avoiding close contact with known SARS-CoV-2 positive individuals. For travel considerations and tips, please visit the CDC Travel Tips webpage.
  • Travelers must comply with all applicable government-issued travel advisories and restrictions. Community members who intend to travel to a restricted location, as outlined above, must discuss a plan for their return to campus with their supervisor/department chair in advance of departure.
  • When traveling for the University, it is recommended that all community members endeavor to make their trips away from campus as short as possible in terms of nights away. Travelers should choose forms of transportation, lodging, dining, and other activities that put them in contact with the fewest number of people as possible.
  • International travelers are required to obtain a COVID-19 test pursuant to CDC guidance, which has been adopted by New York State. International travelers must also fill out the New York State traveler health form. Please note that COVID-19 vaccines may be required for travel to some international locations. 
  • All university-sponsored travel (air, train, car rental, hotels) must be processed through Concur Travel, which is directly connected to the University’s preferred provider, Christopherson Business Travel (CBT). If the CBT prices are substantially (more than 10%) higher than other providers, contact the Office of Accounting and Control for an exception to use the alternate provider prior to booking the reservation. 
  • Only refundable transportation and lodging reservations should be made until further notice.
     
  • Travel by faculty to Level 1 or Level 2 countries or domestic locations is permissible with approval if required for purposes of teaching and curricular development or necessary for scholarly activity. On a case-by-case basis, international travel to advisory Level 3 countries may be considered if the warning is due solely to COVID-19.
  • Domestic and international travel to Level 1 or Level 2 countries to attend professional or educational conferences is permissible with approval. 
  • Requests for University-sponsored travel must be made by completing the Request for University-Sponsored Travel form
  • Faculty University-sponsored international travel, once approved, must be registered through off-campus study.
  • Travel by staff to Level 1 or Level 2 countries or domestic locations to conduct University work that must be done away from campus and cannot be moved to a virtual or local setting is permissible with approval. On a case-by-case basis, international travel to advisory Level 3 countries may be considered if the warning is due solely to COVID-19.
  • Domestic and international travel to Level 1 or Level 2 countries to attend professional or educational conferences is permissible with approval.
  • Requests for University-sponsored travel must be made by completing the Request for University-Sponsored Travel form
  • Travel by students to Level 1 or Level 2 countries or domestic locations for academic credit that is necessary to meet a graduation requirement or necessary to complete an approved summer research project is permissible. Students considering academic travel should confer with their adviser. 
  • International student travel as part of academic programs operated through the Office of Off-Campus Study may be permitted to Level 3 countries if the warning is due solely to COVID-19. 
  • Requests for University-sponsored travel must be made by the sponsoring department by completing the Request for University-Sponsored Travel form
  • Student University-sponsored international travel, once approved, must be registered with off-campus study. 
  • Travel by students participating in co-curricular and non-curricular activities supported by the University is permissible. Requests for University-sponsored travel can be made through the advising or sponsoring department or division, which may complete the Request for University-Sponsored Travel form. Requests must include the approval of the divisional vice president. 

Intercollegiate varsity athletic travel is permissible university-sponsored travel. To allow for this, the following will occur:

  • In accordance with current NCAA regulations, student-athletes and athletic staff will be tested for SARS-CoV-2 three times per week in the week leading up to competition.
  • Prior to each contest, consultation must take place between Colgate medical staff and medical staff from the opposing team. Testing results of both teams and status of school operations must be shared between schools and league administration.
  • The Health Analytics Team will review the data regarding both home and away contests to recommend to the division of Physical Education, Recreation, and Athletics (PERA) whether or not to participate in a given contest.
  • Athletics must adhere to New York State guidelines for participation in intercollegiate (NCAA) athletics.
  • When traveling for the University, every effort will be made to minimize contact with people outside of the travel party and extra stops to decrease the chance of disease transmission.
  • All intercollegiate athletic programs must travel under the supervision of athletic faculty (and will often be joined by certified athletic trainers).
  • Full adherence to the Commitment to Community Health must be followed at all times throughout travel.

Vaccination Status/Previous Infection

The CDC recommends and Colgate strongly encourages that, if you must travel and you are eligible, you get fully vaccinated for COVID-19. Evidence continues to support the early findings that vaccines are efficacious against currently known variants of the virus and are effective in preventing asymptomatic transmission. According to the CDC, you are not considered fully vaccinated until it has been at least two weeks since your second dose of a two-dose series like the Pfizer-BioNTech or Moderna vaccine, or it’s been two weeks since you received a single-dose vaccine like the Janssen (Johnson & Johnson) vaccine.

In accordance with guidance from the New York State Department of Health, vaccination status does exempt individuals from travel and close contact quarantine or post-arrival testing, but the University reserves the right to continue these practices for the health and safety of our community. 

This travel policy remains in effect for everyone, even if you have been vaccinated or recovered from a COVID-19 infection.