UM Medical School | Global REACH

Are you getting ready for your rotation or mission trip? Many students and faculty members are uncertain what they need to do in order to be ready for their international trip. We have compiled some hints to help you prepare for your global adventure. For more information, please visit the U-M International Center's Study Abroad Checklist.

To do:

Reservations: Make your travel and accomodations reservations as soon as you know your dates of travel.

Visa and Passport: Find out what you need to travel to your destination, and begin applying immediately. If you already have a passport, make sure it will still be valid upon your scheduled return.

Vaccines: Contact your primary care physician or University Health Services at least one month in advance to determine what inoculations you might need before travel.

Medical Matters

Insurance: Learn what documentation your insurer requires in case you need to file a claim when you return. Consider buying supplemental travel insurance.

Prescriptions: Carry a duplicate copy of the prescription you are taking, including a doctor's note describing why you are taking this medication. Leave all medications in their original, labeled container so that they are not mistaken for illegal drugs.

Emergencies: Bring a medical I.D. bracelet or necklace to alert others if you have an allergy to certain medications and/or a chronic health problem such as diabetes.

Beneficiary: Consider updating important documents (life insurance, retirement, and accident documentation) before you leave.

Local Environment: Learn how to dress and behave appropriately in a foreign setting. If you don’t speak the language, study common words and phrases.

Finances: Do not rely on a single means of accessing funds while abroad, but rather, have several options: ATMs can refuse to accept your card or, having accepted it, refuse to return it; and banks are closed on weekends and in the evenings, making it difficult to cash travelers' checks or exchange currency at reasonable rates.

Communicating: Be sure you are equipped to call home in case of an emergency. Contact ITD if you are unsure how to use email while abroad.

Itinerary: Leave your itinerary with a family member and with a department administrator or faculty mentor.

Special situations:

Search multiple sites to find the best deals

To learn whether you need a passport and/or visa for travel to a particular country, call 1-800-741-7874 or log on to the State Department website.

Getting a Passport Application
To apply for your first passport or to renew a passport received when you were less than 16 years old, you must apply in person. Routine processing takes approximately five weeks (six in busy travel seasons).

To apply in person, you will need the following:

Call ahead to verify cost, forms of acceptable payment, and what you will need to take.

Passport Locations

Expedited Passport Processing
To get a passport in a hurry, you must provide proof that you need it within 14 calendar days (such as a plane ticket) and pay an additional $60 fee. See this page for more information. You may apply for expedited passport processing at the following:

Ann Arbor Post Office (see above). To obtain a passport within 10 business days, apply in person and pay an additional $60 fee. Processing via express mail is also available.

County Clerk's Office (see above). To obtain a passport within 10 business days, apply in person and pay the additional $60 fee.

Chicago-based Perry International, 312-372-2703, can expedite a passport for an additional $30 handling fee (must have proof of a departure date within 10 days) or $50 for same-day service (must have proof of a departure date within 48 hours). You will need a copy of your ticket. Call Perry for instructions.

By appointment only, you may go in person to the Chicago Passport Agency and have your passport issued on the spot if you will be traveling within 21 calendar days or are pressed for time because you require foreign visas. Call 312-341-6020 to make an appointment. Click here for more information.

Getting Photos
On campus, you can get passport pictures taken at U-M Photo Services, B-542 LSA, 734-764-9217 or BMC Media, University Hospital Room 1C204, 734-936-9780. No appointment is necessary. In addition, many Kinko's shops (open 24 hours a day) and photo-processing centers can take passport photos.

Passport Replacement

Visas
Some countries require travelers to get special permission, called a "visa," before entering the country. A visa is an official stamp in your passport authorizing you to travel, work, or study in that country for a specified length of time. For visa requirements for U.S. citizens traveling abroad for tourism, see the State Department site.

If you plan to study or work abroad, if you will be in any European country for more than three months, or if you are traveling to Asia, Africa, Latin America, or to countries of the former Soviet Union or Romania, you should look into visa requirements. For information and for visa application forms, contact the consulate or embassy of your destination country. Click for consulates and embassies nearest Ann Arbor.

Usually, you must have a visa before you arrive in a country that requires one. Apply early! Some visas can take up to eight weeks to process. If you apply in person, however, processing will probably take only a day or two. Perry International, 312-372-2703, can obtain tourist visas for most countries in a few days (typically around $30 per visa depending on the country). If you plan to visit several countries that require visas, it may be easier to apply for only one or two visas before leaving the U.S. and get the others at embassies or consulates abroad as you travel. You may need extra passport photos for this; an embassy or consulate in the U.S. can give you the details.

Tourist Cards
Tourist cards also authorize entry into a country and are issued instead of visas for some Latin American countries. They also can be obtained through an embassy or consulate, or sometimes through an airline or travel agency.

Inoculation/Vaccination Requirements/Health Concerns. You can obtain faxed information about inoculation and vaccination requirements and recommendations as well as health concerns in your destination country from the International Travelers Hotline at the Centers for Disease Control and Prevention (CDC) at 888-CDC-FAXX (888-232-3299); follow the prompts. Or visit the CDC's Web site. See also University Health Services. Travel Information and Services Provided by the U.S. Department of State Before you travel outside of the U.S., check the U.S. State Department's Travel Advisories for information about health and safety conditions worldwide. In addition, the State Department's Office of American Citizens Services should be the first resort in case of any emergency involving a U.S. citizen abroad (plane crashes, hijacking, natural disasters, etc.). Contact the Office at 202-647-5225. Travel Warnings, Consular Information Sheets, and Public Announcements also may be accessed by calling this number or by fax at 202-647-3000 (call from your fax machine and use the receiver as you would a regular telephone to access publications).

Check with your medical insurance company to see if your policy covers you when you are outside of the U.S. If it does, ask your agent what special restrictions apply. Please include insurance information when you register with the UM International Travel Registration Web Site. A UM login is required to access this site.

U.S. medical insurance is not always recognized outside the U.S., and hospitals often require payment in cash for all services. In addition, because UM medical insurance typically covers medical care at the nearest facility, you may want to purchase evacuation insurance. While some travelers have found it useful to purchase supplemental medical insurance with specific overseas coverage, note that you still may be required to pay for treatment first and seek reimbursement later. Review policy provisions carefully before making a purchase.

Please consult the UM International Travel Information Web Site for additional information about medical issues for overseas travel.

Discuss your travel plans with your physician or a travel health clinic at least one month in advance of departure to make sure all appropriate immunizations can be received.

If you are going to be outside of the U.S. for an extended period of time, before you leave consider identifying a medical provider in the area to which you will be traveling.

Note: English-speaking doctors abroad may be located with the assistance of U.S. embassies and consulates. See U.S. State Department, Medical Information for Americans Traveling Abroad, and U.S. State Department, Key Officers of Foreign Service Posts (includes contact information for all overseas U.S. embassies and consulates).

Rail and Bus Passes Discount rail and bus passes for use abroad often are sold only in the U.S. and may be purchased from travel agencies. See the International Center's Web site for more information.

It is very important that you know how your medical insurance needs are covered—and how your medical insurance works—before you travel.

Be sure to take all insurance cards and claim forms with you. Write down the phone numbers of your insurance carriers and your primary care physician before you leave in case you have questions or an emergency while you are away. The Important Information page lists University telephone numbers that you may need and provides a place for you to enter your personal information. Print the page and take it with you when you travel. (Note: 800, 866, and other toll-free numbers do not work outside of the U.S. and Canada.) Following the insurance carrier's guidelines could save you time and frustration later if you need to file a claim.

Please consult the UM International Travel Information Web Site for additional information about insurance coverage for overseas travel.

If you know that you may need to have medical care when you travel (i.e., for chronic health conditions such as arthritis or a routine condition such as pregnancy), prepare ahead. Check with your medical insurance carrier in advance to see how out-of-town or out-of-the-country health care should be handled-and if out-of-the-country insurance is offered.

If you have an allergy to certain medications and/or a chronic health problem such as diabetes, this is a good time to purchase (and wear) a medical I.D. bracelet or necklace.

Information on finding a physician abroad can be obtained from the local U.S. embassy or consulate as well as travel agents. The International Association for Medical Assistance to Travelers (IAMAT) can assist people who want a list of qualified English-speaking doctors prior to departure. Telephone: 716-754-4883.

If you are going to be away for a long time and will need enough medication to cover your stay, plan ahead. Do not wait until the last minute to refill your prescription.

Be sure to ask your pharmacist about any possible drug interactions with over-the-counter drugs that you usually do not use, such as motion sickness medications or anti-allergic reaction drugs.

Dealing with Prescription Medications Outside the U.S. You may not be able to obtain your medication overseas. Have a supply of any prescription medications you know you will need while you are away.

If you are able to fill a prescription overseas, you will need to pay for your medication and seek reimbursement from your usual prescription provider.

Carry a duplicate copy of the prescription you are taking. Ensure that both the drug's generic and trade names are given. A doctor's note describing why you are taking this medication is also recommended. Leave all medications in their original, labeled container so that they are not mistaken for illegal drugs.

Some countries have declared a zero-tolerance policy on drugs. This means that even prescription medications or legitimate health conditions may come under intense scrutiny. In some countries, drugs that are legal and readily available in the U.S. may be considered illegal or require a prescription. A doctor's certificate may not suffice as authorization to transport all prescription drugs to all foreign countries. Travelers have been innocently arrested for drug violations when carrying items that are not considered narcotics in the United States. To ensure that you do not violate the drug laws of the countries that you visit, if you are unsure of the status of the medication you are taking, consult the embassy or consulate of those countries for precise information before you leave the United States.

Syringes. If you use syringes for medical conditions such as diabetes, carry a supply to last your entire trip, as well as a medical certificate that states that the syringes are for medical use.

Feminine Hygiene Products. Feminine hygiene products may be very difficult to find in some countries-or extremely expensive if you can find them. Plan ahead and pack what you need.

Medical Consent Issues for Domestic Partners. Medical consent and visitation laws vary by country, but same-sex partners rarely have any legal standing when it comes to emergency hospitalization. If you are critically injured abroad, your partner may not be able to make medical decisions on your behalf, or even visit you in some circumstances. A Medical Power of Attorney is a simple legal document that confers in many countries the authority to make medical decisions on your behalf to anyone of your choosing. After having a lawyer draft the document for you, be sure to travel with notarized copies of it.

Student Health Insurance. Information and applications for Student Health Insurance can be obtained from the Managed Care/Student Insurance Office, 207 Fletcher, Ann Arbor, MI 48109, 1-866-368-0002. The University Health Service Web site has information about the current Student Health Insurance carrier.

GradCare. If you are a UM GradCare-covered graduate student enrolled in an off-campus program for academic study, an approved employment program, or off-site field placement, you need to complete a GradCare Off-site Registration Form before you leave campus for your research project. The form must be signed by your department head or faculty advisor and submitted to the Benefits Office.

Changing HMO Medical Insurance Carriers. If you are covered by an HMO (excluding GradCare) and move outside the HMO's service area for more than six continuous months, you can change your medical insurance carrier. Contact the Benefits Office within 30 days of your move. Your new coverage will become effective the first day of the month after you move. You can change back to HMO coverage during the next available Open Enrollment period (usually in October) if you move back into the service area. Forms are available from the Benefits Office. If you are enrolled in M-CARE HMO or M-CARE Point of Service and reside in another state (with the exception of the Toledo, Ohio, area) or country for more than six continuous months, you must change your medical insurance carrier.

Non-Work-Related Illness or Injury
If you become ill while conducting University business, and the illness is not work related, your usual benefits coverage will be your insurance resource. Check with your medical insurance carrier in advance of your trip to see how out-of-town and out-of-country treatment should be handled.

If you combine vacation with University business and you become ill or are injured during the vacation portion of your trip, your usual medical insurance carrier will be your insurance resource.

If you are injured while conducting University business, you will be covered through Workers' Compensation, which is administered through Work~Connections. Phone: 734-615-0643 or toll free 1-877-869-5266; note that toll-free telephone numbers do not work outside the U.S. or Canada. Fax: 734-936-1913.

Work-Related Illness or Injury
In accordance with the State of Michigan Workers' Disability Compensation Act, benefits are provided to all employees who sustain injuries or occupational diseases arising out of or during the course of employment. These benefits include all reasonable medical, surgical, hospital, and vocational rehabilitation costs. In addition, when indicated, a percentage of the average weekly wage may be provided to compensate for wage loss. The University of Michigan is self-insured for this coverage and Work~Connections administers all claims.

Michigan state law requires employers to provide a designated medical facility to treat employees for the first 10 days of illness or injury. Questions regarding designated medical facilities should be referred to Work~Connections at 734-615-0643 or toll free, 1-877-869-5266.

If you elect to seek treatment from another physician or chiropractor following the 10-day period, you should contact Work~Connections to discuss how they can provide assistance and clarify your responsibilities.

If an employee elects to seek treatment from a doctor of his/her own choosing, written notice must be provided to Work~Connections. The employee must assume responsibility for providing necessary medical documentation.

Usually, sick time must be exhausted before wage loss benefits will begin.

Under Michigan law, no wage loss benefits will be paid for an injury or occupational illness that does not cause a disability resulting in wage loss for a period of at least seven consecutive calendar days.

If disability extends beyond the period of seven consecutive calendar days, compensation will begin on the eighth day of disability. If disability resulting in wage loss continues for 14 consecutive calendar days or longer, or if death or dismemberment results from an injury, compensation will be computed from the last day of work.

How to Submit a Claim
You immediately must report any work-related injury or occupational illness to your supervisor, whether you are in the U.S. or out of the country. Supervisors are required to complete an Employee Accident or Illness Report and forward it to Work~Connections. If you will be supervising staff or graduate students, take with you copies of the Supervisor's Report of Employee Accident or Illness form. Supervisors should complete this form and submit it to Work~Connections within 24 hours of notification of injury. In the event of catastrophic or fatal injuries, notification is required within 24 hours. Both forms can be downloaded from the Work~Connections Web site.

Payment for Medical Treatment Related to On-the-Job Injury Within the U.S.
Before treatment is rendered, it is important to tell the medical provider that you are receiving care for a work-related injury. The medical provider will usually bill the University directly. If you receive a bill, immediately forward it to Work~Connections.

When You are Out of the Country.
Ask if the doctor or hospital will bill UM Work~Connections directly. A few will; however, most doctors and hospitals in other countries will ask you to pay the bill. In some countries, you must pay your medical bill before you are allowed to leave the country. Payment or reimbursement of your bill will be made in accordance with the provisions of the presiding medical fee schedule.

Additional Questions
Your claim will be assigned to a Work~Connections claims representative who will assist you while you recover from your disability. Contact your claims representative to discuss any questions, suggestions, or concerns you may have with respect to your claim.

For further information, contact Work~Connections at 734-615-0643 or toll free at 1-877-869-5266. Fax: 734-936-1913.