International Travel and MEDEX Insurance

Published: September 7th, 2010

Category: Memos

Dr. David Sammons, Dean of the UF International Center

In an effort to strengthen the ability of the university to ensure the safety of faculty, staff, and students participating in official university international travel, a new and much simplified registration procedure will be implemented. This registration procedure does not apply to students traveling on UF-sponsored, exchange or non-UF study abroad programs, nor to those undergraduates doing independent study abroad. All other members of the UF community who are traveling on officially-sanctioned UF business outside the United States are required to register their travel on the UF International Center Web site:

By registering online, these travelers will be automatically enrolled in MEDEX, an emergency travel assistance plan for persons on official university travel. Please note that MEDEX coverage is now provided free of charge to all travelers on official UF international business. Each time an individual travels, he/she will need to register that trip separately and will then be enrolled in MEDEX for the duration of that trip. After registration, faculty can choose to print their MEDEX card, which should be carried at all times while traveling.

Group travelers (faculty and student groups) must register their travel individually – not as a group.

Rules pertaining to student travel under this policy, including the “Release, Indemnification, Waiver, and Hold Harmless Agreement,” are at the Web site noted above. Student travelers will need to submit certain documents in paper copy to the UF International Center (UFIC) prior to receiving their MEDEX card as described on the Web site.

This new policy ensures that all travelers are appropriately protected when traveling abroad, which is consistent with the university policy on international travel risk announced in a Memo to Academic Deans dated 24 June 2009. This new policy also permits the UF International Center to track international travelers accurately and provides UFIC the ability to contact travelers in the event of an emergency situation abroad.

Note the following changes from prior procedure:

  • All UF travelers (excluding undergraduates traveling on study abroad or independent study programs as described above) to international destinations must register online at the UF International Center Web site prior to travel.
  • Registration automatically enrolls the traveler for MEDEX coverage for the duration of the trip for which he/she registers.
  • Travelers should present their MEDEX card to their department or unit head for international travel approval.
  • Travelers must register separately for each international trip they make; annual MEDEX coverage is no longer available.

Any questions about this policy should be directed to one of the following individuals at the UF International Center:

Ms. Yanping Cheng: Tel: 273-1517 or
Ms. Linda Gritman: Tel: 273-1507 or

NOTE: Separate policies still are in place for travel to Haiti. The UF International Center Web site provides information on current Haiti travel policies through a link on its travel page. Please refer to that information prior to travel to Haiti. Individuals traveling to Haiti are also expected to register their approved travel using the procedure outlined above.

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