Travel Registration FAQs
Frequently Asked Questions
Browse the travel registration FAQs below, and contact us if your question hasn’t yet been answered.
International SOS MyTrips and the Assistance App collect travel itineraries and contact information for Harvard affiliates traveling internationally. This information enables us and International SOS to quickly contact you in the event of an emergency (i.e. natural disaster, civil unrest, etc.), so that we can account for affected Harvard travelers and provide assistance to the best of our ability through International SOS.
All Harvard students, faculty, staff, and other academics use International SOS MyTrips and the International SOS Assistance App.
All students, faculty, staff, and researchers are required to register their Harvard-related international travel. This includes international trips funded, organized, or sponsored by Harvard as well as trips involving Harvard credit.
During a critical incident, members of the International Emergency Management Team (IEMT) rely on the travel registration data entered in MyTrips and the Assistance App to account for and contact affected travelers.
Not necessarily. Review the eligibility guidelines and check your eligibility for International SOS.
Eligibility is not tied to registration, but not registering your trip may slow down or impede assistance from International SOS and the University during an emergency.
When an incident occurs abroad, we look to the trip information entered in MyTrips and the Assistance App to inform us of travelers in the region. If we don’t know you’re in the area of an incident, then we don’t know to contact you and offer assistance. In addition to it being Harvard policy, registering your international trip is a smarter and safer way to travel.
Review the eligibility guidelines and check your eligibility to determine if your trip is covered.
Log in to both the International SOS MyTrips website and the Assistance App with your Harvard email address. The first time you use MyTrips and/or the Assistance App, you'll need to register as a new user and create your profile.
Always register before you leave. You can't register a past trip.
You’re encouraged to register as soon as you make your initial plans. You can update your itinerary if it changes.
You should also update your contact information if you get a local cell phone number once in country.
Yes. Enter as much information as you have for a given trip, even if you only know your expected travel dates and the city and country of your accommodation. You can save the trip and return to update or delete it later.
Skip sections that you don’t have complete information for yet. In the MyTrips website, don’t begin to enter details for a given section until you’re ready to enter all required fields (*) for that section.
Note: If your trip was originally registered via bulk upload or through one of Harvard’s preferred travel agencies, you cannot edit or delete it. Contact us.
How to edit your trip in MyTrips:
- Log in to International SOS MyTrips with your Harvard email address. From within your profile, click on the trip name that you wish to edit.
- Then click on the tab that you wish to add to or edit (flight, accommodation, train, ground transportation). Click the save button within each tab you add to or edit.
- Lastly, click "Save Trip Information" at the top of the webpage to save all of your new or updated trip information.
How to edit your trip in the Assistance App:
- Log in to the Assistance App with your Harvard email address.
- Tap on the airplane icon to view your registered trip(s).
- Tap on the trip you wish to edit or delete.
- Swipe left to see the edit and delete buttons.
- Edit or delete the applicable trip details (flight, accommodation, train, or ground transit) and tap save.
Itineraries from BCD Travel, Egencia, Milne Travel, and Travel Collaborative automatically import into International SOS MyTrips and the Assistance App as long as you're the only person on the itinerary and your first name, last name, and email address match what you have in your MyTrips and Assistance App profile.
Additionally, the agency data does not provide sufficient detail to contact you in an emergency, so we strongly suggest you log in to International SOS MyTrips and/or the Assistance App to update your profile with your preferred contact information and an emergency contact.
Yes. You should register with your embassy whenever you travel internationally. International SOS MyTrips and Assistance App information is not forwarded to any embassy or government agency.
Registration with an embassy enables the government to help you in circumstances where their assistance is critical (e.g. lost passports, arrests, natural disasters, etc.).
U.S. citizens can register with State Department’s Smart Traveler Enrollment Program (STEP).
Citizens of other countries may find it helpful to review a list of embassies and consulates in the U.S.
All registered Harvard students and Harvard faculty and staff on the Harvard University payroll are encouraged to register their personal international travel.
During an emergency abroad, International SOS and our staff rely on the information in MyTrips and the Assistance App to inform us of any travelers in the region. Although personal trips are not eligible for the University's International SOS membership (unless it's within seven days before or after an eligible trip), we'll make our best effort to locate and, if possible, assist all Harvard travelers. Personal travelers, however, will likely incur the costs if services are rendered (e.g. emergency evacuation).
If you’re traveling abroad on vacation or another type of personal trip, we strongly encourage you to purchase your own evacuation insurance coverage. As a Harvard affiliate, International SOS membership discounts are available to you, your family, and dependents.
You should also check with your health insurance provider about your international coverage options and/or purchase an international plan. The U.S. State Department provides a comprehensive list of insurance providers.
Only if requested by your School or program. Harvard's instance of International SOS MyTrips and the Assistance App are not intended to capture U.S. itineraries, and the University's International SOS membership does not include responding to incidents within the United States or U.S. territories.
If you need help during or after an emergency in the United States, call 9-1-1 for assistance.
Yes. You’ll need to use the International Travel Import Worksheet to enter information on his/her behalf. At this time, you cannot enter someone else’s information directly into MyTrips or the Assistance App. International SOS hopes to add this functionality in a future release.
Review the instructions for using the Travel Import Worksheet, and contact us if you need assistance.
Yes. Students are responsible for registering themselves, unless advised by their program that their registration has been completed for them. If your information is entered by program administrators, you’ll receive an email confirmation of the completed registration.
Even if your program processed your registration, you’re still responsible for keeping the information up-to-date (e.g. if phone numbers or itineraries change).
Student programs are required to ensure that all undergraduate students are registered in International SOS MyTrips or the Assistance App. You have two options:.
- Collect all travel information centrally using the Travel Import Worksheet, and send it to us to be uploaded in bulk to MyTrips.
- Have students register individually through International SOS MyTrips or the Assistance App. You’ll need to verify they’ve completed this requirement. You can do so by contacting the Office of International Education (OIE). They manage a database that tracks and reports on the status of undergraduate students' travel requirements. Email email@example.com to request a report.
While you can’t log in to the site or app to verify others’ registrations, undergraduate program administrators can request a verification report from the Office of International Education (OIE). OIE manages a database that tracks and reports on the status of undergraduate students' travel requirements. Email firstname.lastname@example.org to request a report.
To check on the status of graduate student travel registrations, call us at +1-617-495-1111.
There are several ways to demonstrate proof of travel registration, depending on how you registered your trip. Review the options.
That’s ok. If you didn't register your trip with International SOS, or if you can't locate one of the proof of registration confirmations, you can complete a Missing International Travel Registration Form. Submit the completed form with your reimbursement request.
And now you know for next time to register your international trip. In addition to it being Harvard policy, registration is a smarter and safer way to travel.
Note: if you booked your travel through one of the preferred agencies and can't locate your receipt, you'll also need to submit a Missing Receipt Affidavit.