university of miami travel agency

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Review frequently asked questions and answers about University of Miami Travel. If you have a question not answered below, please contact Travel Management at [email protected] .

Review FAQs – 1:1 Live Agent Booking Option

Booking Travel & Travel Portal

The Concur Travel Portal , also referred to as the "Travel Portal," is the University's tool for online air, hotel, and rental car bookings. The portal comprises of a suite of tools and services that together aim to: ensure the safety of faculty, staff, and students while they travel; deliver exceptional travel-related services; streamline the expense reporting process; and reduce travel costs.

In addition to the Concur Travel Portal, the University of Miami provides travelers with the ability to book with  dedicated, live travel agents . Travel agents support all travel reservations for the University of Miami.

The Travel Portal can be accessed and used by any current University of Miami employee or student. Employees and students can also book travel for companions or guests in the portal.

Effective October 18th, SAP Concur will mandate two-factor authentication for SAP Concur users signing in with a username and password.

Two-factor authentication provides additional security to the SAP Concur platform. It requires users to retrieve and enter a secondary code from an authenticator app after entering their username and password. SAP Concur has published recommended authenticator applications for both mobile and web browsers. For additional information please view the FAQs here to visit SAP Concur Login Security Changes. 

The University strongly encourages faculty and staff travelers paying with University funds, as an allowable expense, to book through the Travel Portal or via a live travel agent . Exceptions for using the travel portal may be issued for sponsored travel if the grant guidelines require the use of an alternative booking method outside of the University.

Students whose travel is paid with University funds, supported by SAFAC, a University Department or other club funds, are also strongly encouraged to book airfare through the University  Travel Portal or via a live travel agent .

Hotel and car rental reservations, although it is highly recommended that they are booked through the travel agency of record, may be made through different methods on condition that the appropriate insurance and liabilities are purchased.

Yes. The employee or student will need to give you rights as one of their Travel Assistants. By doing so, you will be able to act as the traveler and book their travel. All booking information and transactions will then be stored in the traveler's profile. To access the Travel Assistant tip sheet, please click here .

Group travel is defined when 10 or more people are all traveling together and must be booked in the same reservation. This is called "Blocked Space." This may require additional logistics. In addition to group travel, University hosted events may have unique travel needs. Groups can also travel to one location, but from different parts of the country and could have a University of Miami Travel Arranger. This could include both University employees and guests.

In order to assess your group or event airline needs, please complete and submit the  Higher Education Travel Request Form . Once submitted, pleae allow 48 hours for processing. Travelers may contact Fran Holzapple at  [email protected] , with any questions regarding the status of their request. 

Single-room hotel reservations can be booked through the Travel Portal at any time. If you need multiple rooms for multiple travelers, it is suggested to book directly through a live World Travel agent via  phone at 888-206-6044  (calling from outside U.S.: 610-695-6080) or  email at   [email protected] .  Please note: Hotel corporate rates are based on reservations for less than 10 individuals. When booking for groups of 10 or more, this qualifies as a group reservation/room block where employees are responsible for contacting hotels directly to contract prices for groups.

If you are planning business travel with a companion/family member, please contact a World Travel agent directly for assistance.

World Travel Designated Agent Team Toll Free: 888-206-6044 (inside the U.S.) Direct: 610-695-6080 (outside the U.S.) Email:  [email protected]

Please note:

• Transportation, lodging, or meal expenses for non-employees which include spouses, dependents, or others who accompany the traveler may be reimbursed only when there is a clear direct benefit to the University.
• For full details regarding reimbursement for companion travel, please refer to the  Travel & Business Expense Reimbursement Policy .
• World Travel Agency fees will apply for Companion and Leisure travel reservations made through the Travel Portal.
• Concur does not allow for multiple forms of payment for 1 airline ticket. If you need to use multiple forms of payment, please make your reservations with a live World Travel agent.

The University of Miami Travel card is the preferred method. Travelers may also use their personal credit card. If a department does not have a Travel Card, they should contact the Corporate Card Services office. 

Yes. There is a feature in Concur that allows you to book on behalf of a guest. University employees and students also have access to book for non-employees or non-students through a live World Travel agent via  phone at 888-206-6044  (calling from outside U.S.: 610-695-6080) or  email at   [email protected] .  Please note: Hotel corporate rates are based on reservations for less than 10 individuals. When booking for groups of 10 or more, this qualifies as a group reservation/room block where employees are responsible for contacting hotels directly to contract prices for groups. Please note, that this option should be used only if the non-employee/non-student travel expenses will be covered by the University.

If your current process requires that a non-employee/non-student makes their own travel arrangements, they have the following options:

Individuals can contact a a live World Travel agent via  phone at 888-206-6044  (calling from outside U.S.: 610-695-6080) or  email at   [email protected] .  The traveler must inform the agents that they are booking as  GUEST . Traveler must identify a current employee or student to book under. This employee or student must have an active  travel profile , and will be identified as the Travel Assistant on the reservation.

NOTE: Agency fees for leisure and companion travel will apply if using Concur.

A non-employee or non-student can also book hotels through Deem, by creating their own account. There are no agency fees when booking through Deem.

For B usiness travel , booking fees are waived . 

For Leisure and Companion travel, Agency fees will apply.

Travelers: Travelers can see the travel invoice at the bottom of the Final Ticketed Invoiced Itinerary. This is sent to the traveler’s attention as an e-itinerary which are emailed within 20 minutes of booking.

Travel Arrangers/Assistants: To obtain invoices for bookings made by you, you will need to access the booking's e-itinerary which is emailed to you within 10 minutes of your booking. Invoices, e-itineraries, and trip information can always be requested through a World Travel agent.

Note: the Travel Portal will only provide invoices for flights and train bookings. Hotel and car reservations are charged directly by the vendor at the completion of your stay. You would be responsible for coordinating payment with credit card through your Online Profile. 

Yes. However, it is recommended that all complex international travel, e.g., more than two connecting flights, be booked by an agent who can check for best trip routing, connection times, schedules, and airline rates, as well as provide options and ensure you have proper travel documentation.

The Travel Portal allows for up to six flights to be booked at a time and only one hotel room/car rental reservation per transaction. Travelers and arrangers have access to trip cloning. This feature allows a travel arranger to easily make multiple reservations for one trip. After the first reservation is made, an option to copy is given without having to repeat every step of the booking process multiple times.

To access a tip sheet on trip cloning and more options, click here .

E-Itinerary

E-itineraries are electronic itineraries that are provided to travelers and travel arrangers/assistants when booking a trip on the Concur Travel Portal.

Your travel itinerary will be sent to the email address listed in your profile (either by the Travel Portal or a World Travel agent) immediately after you confirm the trip and once the ticket is issued. Travel arrangers will be copied in itineraries if, applicable. Travelers can easily access their e-itineraries inside the Travel Portal.

Travel Agency

Yes. The University has contracted with World Travel, Inc. as the preferred travel agency for all business travel. World Travel, Inc. supports all travel reservations for University of Miami business, via live agent or online via the Concur Travel Portal.

World Travel, Inc.

World Travel agents can assist with complex bookings, issues with a trip, price matching, or booking group travel. 

World Travel Designated Agent Team Toll Free: 888-206-6044 (inside the U.S.) Direct: 610-695-6080 (outside the U.S.) Email: [email protected] Travel services through World Travel are available 24/7/365. The University of Miami dedicated team are available during regular business hours from 8:30 a.m.-8 p.m. EST, Monday through Friday (excluding holidays). After regular business hours and on weekends and holidays, travel services are available through World Travel's after-hours service center.

World Travel Online Technical Support Online Help Desk: 800-221-4730 Online Help Email: [email protected] Reservation Assistance: 888-206-6044 Reservation Email: [email protected]

Employees and students are strongly encouraged to book air travel through the Concur Travel Portal or via a live agent . 

World Travel Designated Agent Team

Toll Free: 888-206-6044 (inside the U.S.) Direct: 610-695-6080 (outside the U.S.) Email: [email protected]

Travel services through World Travel are available 24/7/365. The University of Miami dedicated team are available during regular business hours from 8:30 a.m.-8 p.m. EST, Monday through Friday (excluding holidays). After regular business hours and on weekends and holidays, travel services are available through World Travel's after-hours service center.

Yes. Please click here to see airline discounts and offers.

The Travel Portal does not have the functionality to purchase infant in arms tickets. If this is for business travel, it is suggested to book this ticket through a live agent .

Yes. Flights can be held for 24 hours on the Travel Portal by selecting "Hold" after the option of "Reserve and Continue." Flights can also be held when booking through a live agent .

Yes. You can book your tickets at negotiated prices through the Travel Portal, then use your booking record locator number to use your status and points directly through the airline website or app. If you booked and included an airline rewards number, your booking will automatically be shared with the airline and will even be found in your airline app.

Yes, limited to your ticket type. After you "Reserve and Continue" with your flight booking, a seat will automatically be selected for you based on your travel preference. You can then change to a seat in the class you reserved (i.e. first class seats for first class fares, premium economy seats for premium economy fares, etc).

Preferential seats can be requested but are not guaranteed, and the traveler must have a loyalty number loaded in their profile to request these. Otherwise, an error will be shown. There is no ability to pay for preferential seats in the booking tool. Some airlines will show paid preferential (marked with a star) and/or preferential seats (marked with a white corner) on the seat map. The system will allow you to request the preferential seats at no additional cost; however, preferential seats will be determined based on your flyer status and are not guaranteed.

Paid preferential seats or upgrades cannot be selected on the booking tool (they are visible for informational purposes only and must be purchased after the booking is made through the airline or a travel agent using your booking reference number). If you booked with a rewards number in the system, your reservation will automatically be shared with the airline and these upgrades can be done on the airline app or website. Please note that some University of Miami airline contracts will provide you seat upgrades at no additional cost which is requested through the airline directly after a purchase has been made.

Yes. Your Frequent Traveler status should be reflected in your Concur profile. Your travel profile includes a section for Frequent Traveler Programs, e.g., frequent flyer numbers or other similar travel rewards programs for car rental and hotels. Reservations and purchases you make through Concur will be linked to the information in your profile. The name on your frequent travel rewards programs must match the name in your Concur profile to get points awarded.

Business class tickets are approved for flights over five (5) hours of continuous flight time (excludes layovers and change of planes). Over night rest stops or layovers do not qualify when arriving at an excess of five (5) hours total.

Please refer to the University Travel Reimbursement Policy .

Unused tickets are a credit to an airline that resulted from canceling a changeable, but non-refundable ticket. Unused tickets will be shown in the profile of the traveler who's name was on the original ticket and, usually, these tickets cannot be transferred to other travelers. Please contact Travel Management at [email protected] if you would like to inquire if your airline ticket's name can be transferred.

Unless a change-fee waiver was offered by the airline, unused tickets normally will require a fee anywhere between $200-$400 to use. When booking on the Travel Portal, travelers and arrangers will be given the option of using an unused ticket if applicable at the end of an airline reservation. Travel arrangers will need to act as the traveler who's profile has an unused ticket, in order to use an unused ticket.

Unused tickets that were purchased with a University Purchasing card (P-card), Travel card, or were reimbursed by the University should never be used for leisure travel. Unused tickets should only be used for leisure if the original purchase was for a leisure reason in the portal.

Since the portal is maximized for business, the use of unused tickets is restricted for leisure when booking through the online booking tool. If you have an unused ticket that was obtained due to a canceled leisure trip, you will need to book it directly through a World Travel agent, which will require an agent fee, or book directly through the airline of the unused ticket.

To apply unused airline tickets, please contact World Travel, Inc.

World Travel Designated Agent Team: Toll Free: 888-206-6044 (inside the U.S.) Direct: 610-695-6080 (outside the U.S.) Email: [email protected]

We recommend booking with a live agent the first time to get everything entered correctly, and request the agent to hard-code the disability requirements to your profile. If the particular disability need can be hard-coded, the accommodation will be applied the next time you book on Concur. Requests can always be booked through a travel agent.

Yes. This number must be entered into your Concur profile when booking airfare so that it is included in future air travel reservations.

Contact a live travel agent with World Travel, Inc.

When booking with an agent, inform them that you need to make sure your flight complys with the Fly America Act. The agent will be able to provide you the best flight options.

If you are utilizing the travel portal's self-booking tool, look for the  shield icon which indicates flights that are compliant under the Fly America Act.

TSA/Reward numbers must match the legal traveler's full name. Please make sure your Workday records are updated with your legal name. 

Employees and students can book their car rentals through the Online Booking tool or via a live agent .

Continue through the booking tool as if you are just doing an air-only trip. Do not choose a car or hotel while filling in your cities and dates on the main page. Upon reserving your flight, you will be presented with the Travel Details page, where you will have the option to add car, cancel car, and designate the city of pick up.

All discounted rates for business can be secured by booking through the Online Booking tool or via a live agent . Negotiated rates may be found on Travel Management's Car Rental Discounts web page.

The University requires all car rentals for the purpose of business travel, be insured. Some University contracted car rental rates may be inclusive of insurance when renting in the United States and Puerto Rico. It is the traveler’s sole responsibility to confirm if rates include the required insurance. If not, travelers must purchase CDW/LDW (collision damage waiver/loss damage waiver) and basic liability insurance. Rental Insurance cannot be purchased through the Travel Portal or live agent , the traveler must purchase it at the time of pick-up or by contacting the car rental company.

The traveler is responsible for purchasing insurance for vehicles rented for leisure use. When renting for leisure use, the renter assumes responsibility for all loss or damage done to the rental vehicle, up to and included the full value of the rental vehicle, regardless of fault.

Please contact the Department of Risk Management:

Phone: (305) 284-3163 Email: [email protected]

Any full-time or part-time student at least 21 years of age (unless approved by Risk Management) who will be operating a University-affiliated vehicle for University business purposes,  must be approved by the University's Department of Risk Management.  This is accomplished by completing and submitting a Motor Vehicle Records (MVR) form to [email protected] . Risk Management uses this driving record to assess a driver's eligibility. Allow 3-5 business days for processing.

This term describes vehicles that are either owned, courtesy loan, leased, or rented by the University of Miami.

University of Miami's Travel Portal estimates include any taxes, out-of-state city surcharges and airport fees that car rental companies charge.

Hotel reservations may be booked through the Travel Portal or via a live agent .

Single-room hotel reservations can be booked through the Concur portal at any time. If you need multiple rooms for multiple travelers, it is suggested to book directly through a live World Travel agent via  phone at 888-206-6044  (calling from outside U.S.: 610-695-6080) or  email at   [email protected] .  Please note: Hotel corporate rates are based on reservations for less than 10 individuals. When booking for groups of 10 or more, this qualifies as a group reservation/room block where employees are responsible for contacting hotels directly to contract prices for groups.

Conference hotel room rates must be booked directly through the conference organization to take advantage of the conference discounted rate.

Continue through the booking tool as if you are just doing an air-only trip. Do not choose a car or hotel while filling in your cities and dates on the main page. Upon reserving your flight, you will be presented with the Travel Details page, where you will have the option to add hotel and cancel hotel.

When traveling for University business, the Travel Portal includes pre-negotiated and discounted rates when booking. A list of participating hotels can be found on the Travel Management website.  

Yes. You may book leisure hotel rates through Deem .

University parents, alumni, UHealth patients, and visitors can take advantage of our leisure hotel discounts on Deem. Booking instructions can be found on the Travel Management website, under  Hotel Discounts listing .

University employees can book Airbnb's for stays three (3) days and greater. Please refer to the University of Miami Travel Reimbursement policy for more information. Exceptions may be made through Risk Management.

International SOS (ISOS)

Travel reservations made through the University of Miami Travel Portal are automatically shared with ISOS. However, any trips made outside of the Travel Portal should be registered with ISOS.

What is the role of International SOS? International SOS provides University of Miami business travelers and expatriates with quality health care and medical and security assistance services worldwide 24 hours a day.

How can International SOS help? International SOS provides you with assurance that you will be assisted during emergency situations that may arise during travel or international relocation. One phone call connects you to the International SOS network of multilingual specialists for immediate help. International SOS services are designed to help you with medical, personal, travel , security and legal problems when away from home. Call International SOS at any time to speak with a physician or security specialist about simple or critical matters.

How does it work? Carry the   International SOS membership card  with you at all times. It includes the telephone numbers of the three major worldwide International SOS Assistance Centers. In the event of an emergency, call one of the emergency phone numbers listed on the card. If you do not have a card, you can   print one now.

What do I need to do to use the program? In order to utilize any of the medical or travel services listed under   Membership Benefits , contact any   Assistance Center   from anywhere in the world by calling directly, calling collect or calling the toll-free number. To ensure a prompt response when calling, you should be prepared to provide the following:

• Your name, location, age, gender and nationality
• Your   International SOS membership number :   11BCAS786599   (use this code to access the University of Miami International SOS web site when using the web site)
• The telephone number from which you are calling (in case you are disconnected)
• Your relationship to the University of Miami employee (if the person calling is not the employee)
• Name, location and telephone number of the hospital, clinic or treating doctor (when applicable)

What if I have pre-trip questions about my travel destination? In addition to calling the Assistance Center for any pre-trip questions you may have, you can access our Country Guides by selecting a country from the dropdown menu on the left navigation pane. These comprehensive guides provide both medical, security and general travel advice, such as information on the standard of health care, how to pay for medical care, the availability of medications, safety of the blood supply, embassy/visa information, dialing code information, cultural etiquette and financial and voltage/plug information.

Do I need to activate my membership? No, your membership is already active. Simply carry the card in your wallet at all times while traveling. Whenever you need service, contact one of the emergency phone numbers listed on the back of the card. You do not need to report specific trip dates to International SOS each time you travel.

What are email alerts? You have the option to sign up for   Medical and/or Security Email Alerts . Medical alerts are issued when there is an unusual health risk that, in the opinion of International SOS medical professionals, may negatively impact travelers or expatriates visiting a specific country or region. Security alerts are issued when the team of security professionals from International SOS has identified a security risk in a specific country or region.

What do I do if my card is lost or stolen? You can   print the card now .

What if I need a doctor? The International SOS   Worldwide Assistance Centers   are listed on the back of your card. Call the International SOS Assistance Center that is nearest to you for a referral to a doctor who speaks your language.

What if I need a lawyer while overseas? Call the nearest International SOS   Worldwide Assistance Center   for legal referrals.

What if I need prescription medication? We can help if you require a prescription that a local physician cannot obtain, or you need to replace lost, stolen or depleted medication. International SOS will, when permissible by local law, send the medication you need.

What if I am hospitalized? Call the nearest International SOS   Worldwide Assistance Center . International SOS will immediately take steps to evaluate the care you are receiving and determine what actions must be taken to ensure your safe and speedy recovery.

What if local medical facilities are not adequate? If you are hospitalized in an area where adequate medical facilities are not available, International SOS will obtain approval from University of Miami’s Health and Medical Services to evacuate you to a medical facility capable of providing the required care. A physician supervises evacuations, and when necessary, a medical specialist or nurse will accompany you during the evacuation. An air ambulance will be used when required.

What happens when I am released from the hospital and still need help? When your condition is stabilized and International SOS has determined that it is medically advisable to bring you home or to a facility near your permanent residence, International SOS will again obtain approval from University of Miami and arrange the repatriation under medical supervision.

Will International SOS pay my medical bills? After approval from University of Miami, International SOS will guarantee and pay all costs associated with your medical care. International SOS will also medically monitor and evaluate your condition and ongoing medical expenses during your hospitalization.

What should I do if I am concerned about my security or in the event of a security emergency? Contact us   and a security specialist will assist you for both urgent and non-urgent situations.

What is security evacuation assistance and coordination? We will assist you in the event of threatening situations such as civil and political unrest, insurrections, revolution and similar situations by providing information, guidance and resources in the event personal safety and security can no longer be assured.

How do I access up-to-the-minute information about security alerts, warnings, and the latest situations? You can visit   Travel Security Online .

In the event of death... International SOS will render all assistance possible to obtain clearances and arrange transportation for the return of mortal remains.

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Student organizations coordinating domestic or international travel that is supported financially by SAFAC, a university department, or other club funds must mustare strongly encouraged to book flights through the University of Miami Travel Portal. Hotels should be booked through the portal as well, unless a less expensive option exists, such as a negotiated conference rate. Discounted car rentals are also available to students for organization and personal use. All student travel (both domestic and foreign) must be registered with International SOS (iSOS) prior to each trip and updated in the event of any changes to the traveler’s itinerary.

This policy does not apply to travel by organizations that are members of the Federation of Club Sports. These groups, however, are required to comply with all travel policies and procedures established by the Federation of Club Sports and the Department of Wellness & Recreation.

All travel must relate to the purpose and guiding principles of the organization, and must comply with the policies of the University of Miami as stated in the Student Organization Handbook and Rights and Responsibilities. Travel should be scheduled so that it does not create an unnecessary interference with a student’s academic responsibilities. Student-organization travel does not constitute an “excused absence” from class; each traveler is responsible for notifying their faculty members and arranging to make up any work that is missed.

University of Miami Travel Portal

Student organizations coordinating domestic or international travel that is supported financially by SAFAC, a university department, or other club funds must must book flights through the University of Miami Travel Portal . Hotels should be booked through the portal as well, unless a less expensive option exists, such as a negotiated conference rate. Discounted car rentals are also available to students for organization and personal use.    The portal comprises of a suite of tools and services that together aim to: ensure the safety of faculty, staff, and students while they travel; deliver exceptional travel-related services; streamline the expense reporting process; and reduce travel costs. Travel portal trainings and tip sheets are available on the Travel Management website .   Any questions regarding the travel portal can be directed to Travel Management at [email protected] .

Trip Approval Requirements

An individual student or recognized student organization must complete and submit the Student Travel Form to the Department of Student Activities & Student Organizations no later than seven (7) business days before the start of the scheduled trip. The form can be found on Engage under “Student Activities,” and then “Forms.” Failure to register a trip by completing the form will result in any previously approved funding being rescinded.   Once the trip is approved by the Department of Student Activities & Student Organizations, each traveler is required to complete the Travel Waiver in Engage. The waiver can be found under “Student Activities,” and then “Forms.”

International Travel

Students traveling outside of the United States and U.S. territories are required to complete additional steps. If the travel is to a country on the U.S. Department of State’s Travel Warning List , the group is required to complete the International Travel Authorization Form .

All international trips (in addition to domestic trips) must be registered through International SOS, the university’s insurance and security partner. The trip can be registered by visiting International SOS .  Once registered, the group will receive a copy of the UM Travel Assistance Card , which contains important information that can be used in the event of an emergency.

Trip Leader

One student who is traveling with the group should be designated the “trip leader.” The trip leader is the main university contact and is responsible for ensuring that the group follows all established policies and procedures. The trip leader should work closely with the organization’s advisor and the Department of Student Activities & Student Organizations in the planning of the trip. In addition, the trip leader is responsible for notifying the appropriate university administrators in the event of an emergency (see “Emergency Procedures”).

A full-time university staff or faculty member (preferably the organization’s advisor) is required to accompany the trip if more than 30 students will be traveling. If an advisor is not available to travel with the student organization, they are able to assign another full-time University of Miami faculty or staff member to chaperone the trip. The chaperone will be responsible for ensuring the safety of the students on the trip as well as being the point of contact between the student organization and the University. A chaperone may be required to accompany a trip of fewer than 30 students if mandated by the Department of Risk Management or the Department of Student Activities & Student Organizations.

Driving Guidelines

All students who operate vehicles during travel are required to have a valid U.S. driver’s license for the vehicle being driven with appropriate classifications, restrictions, and/or endorsements. Vehicle passengers must wear seatbelts at all times, and the total number of passengers in a vehicle may not exceed the number of seat belts available. Trips requiring more than ten (10) hours of driving time round trip are required to include overnight lodging in the destination city. All vehicles should have a responsible person in the front passenger seat to assist with navigation. This “navigator” is expected to remain awake at all times. For trips more than 350 miles each way, two valid drivers are required per vehicle, and the drivers must rotate every three hours. Driving is not permitted between the hours of midnight and 6am without the permission of the Department of Student Activities & Student Organizations.

Students renting vehicles that are being paid for with University/SAFAC funds are required to complete and submit a Motor Vehicle Report (MVR) Request Form . Drivers must be currently enrolled students with no-at-fault accidents listed on their MVR within the last three years. Drivers under the age of 21 may not have any moving violations on their record. Drivers over the age of 21 may not have more than three (3) points on their driving record at the time of screening and throughout the eligibility period. Student drivers are also required to complete a University of Miami driver safety course. Courses can be scheduled by calling Risk Management at 305-284-3163.

Emergency Procedures

In the event of a motor-vehicle accident, the trip leader should:

• Stop immediately and notify the proper law enforcement agency and/or emergency medical services (911). A formal police report is necessary. Inquire with the responding law enforcement officials about how you can obtain the police report number.
• Name and contact information
• Driver’s license number
• Make, model, year, color and license plate number of vehicle
• Record the names, addresses, and contact information of any witnesses.
• Call the University of Miami Police Department at 305-284-6666 and notify them of the accident.
• Notify the organization’s advisor (if not traveling with the group) as soon as possible.
• If the accident occurs in a rented vehicle, Risk Management must be contacted immediately (305-284-3163). If the accident occurs outside of regular business hours, leave a message with the details of the accident and a number at which the driver can be reached. The accident must be reported regardless of who is at fault.

In the event of any other incident (medical emergency, student arrest, missing person, etc.), the trip leader should:

• Notify the proper law enforcement agency and/or emergency medical services (911) if necessary.
• Call the University of Miami Police Department (305-284-6666) and notify the dispatcher of the incident. Please be prepared to give the dispatcher the student’s name and a brief description of the incident. The dispatcher will notify the appropriate University administrators.

Travel Participant Behavior

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Register now for the next live Concur Travel Portal training

The University of Miami Travel Management Department is your source for University travel needs and information. We are dedicated to supporting the mission of providing safety, service, and savings for University travelers.

Among the services we offer, is an online travel booking tool and a team of University of Miami travel agents ready to assist with your travel needs.

Safe travels!

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Employees and students can book official University business travel online or via a live agent for both themselves and others. Personal travel needs can also be booked.

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Degree-seeking master's and doctoral students at the University of Miami are eligible to apply for a one-time travel support of an amount up to $1,000 to present at a scholarly conference or to present and/or attend a professional meeting. Preference will be given to students who are presenting.  Travel must be booked through the  University of Miami's Travel Portal   per the   University of Miami Travel Guidance.

Requirements

• Student is enrolled as a degree-seeking graduate student at the University of Miami during the time of the application and during the time of the travel.
• Student is in good academic standing (minimum 3.5 graduate cumulative GPA)
• Student is making satisfactory progress towards the degree
• Travel support request is made within years 1-2 of the master's degree or years 1-6 of the doctoral degree
• If student is requesting travel support for a scholarly conference, student must provide proof that an abstract has been accepted for presentation
• If student is requesting travel support for a professional meeting, student is not required to present, but may
• Travel must be booked through the   University of Miami's Travel Portal  per the  University of Miami's Travel Guidance
• If the travel is international to a country with a level 3 or level 4 risk rating, student has completed the   International Travel Student Authorization Form   and has received approval from the Study Abroad Office and Risk Management. Copies of the approved documentation will then need to be uploaded by the student when completing the Travel Support Application.

*Please note: Dean's Fellows and McKnight Fellows are not eligible for this travel support . Instead, eligible Dean's Fellows should apply for the Dean's Fellow Travel Support  click here for details , and eligible McKnight Doctoral Fellows should apply for the McKnight Fellow Travel Support, click here for details .  Dean's Fellows are eligible to apply for the  Graduate Student Travel Support i n the years they are not supported by the Dean's Fellowship.

Terms of the Award

Travel must be booked through the  University of Miami's Travel Portal  per the  University of Miami Travel Guidance .  If you are a recipient of a travel support award, you will be required to provide documentation of attendance and expenses incurred related to the conference/meeting (e.g. conference/meeting agenda, original itemized receipts and invoices) in order to receive the travel support. The travel support will come in the form of a reimbursement to the student upon the student's return from the conference/meeting and only after the student has submitted all required documentation needed for reimbursement.

Examples of qualifying expenses include: conference/meeting registration fees, transportation expenses, lodging expenses, meal expenses, and/or poster printing cost. The Graduate School will determine whether or not an expense qualifies for reimbursement. Please note some of the following restrictions:

• Use of a personal automobile for travel is subject to the University's standard mileage allowance (mileage log must be provided).
• Nightly hotel rate may not exceed $350.
• Per diem rates enforced by the University must be adhered to.  Click here for the domestic per diem rates and click here for the international per diem rates .
• Alcohol purchases and gifts are not reimbursable.
• The student will be reimbursed an amount up to $1,000. If the travel expenses equate to less than $1,000, the student will be reimbursed the lesser amount.

Financial Aid Policy 

Reimbursement to students who attend, speak, or present at a conference or meeting, or visit a field site or off-campus laboratory, will be considered financial aid   UNLESS  the travel

• Directly supports a faculty project, research, or scholarship program;
• Directly relates to the student's employment status at the University; or
• Is connected to activities of a University of Miami-recognized student club or organization

Click here to review the complete financial aid policy and how it may apply to you.

Application Deadlines

There will be three opportunities per calendar year for graduate students to apply for a travel support. Applicants must adhere to the application deadlines outlined below. The application must be submitted and signed by your advisor (via Dynamic Forms) by the deadline listed.  

March 15 Deadline: For travel dates between April 15 and August 15

July 15 Deadline: For travel dates between August 15 and December 15

November 15 Deadline: For travel dates between December 15 and April 15

Following each deadline, a maximum of 8 students will be awarded a travel support of up to $1,000 each. In total, a maximum of 24 students per calendar year will be awarded a travel support. 

How to Apply for the Graduate Student Travel Support

Students must complete the Graduate Student Travel Support Application prior to the intended travel by the deadlines listed above.

Graduate School

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Your Passport To Learning

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Why Travel Agent Academy?

AWARD WINNING CONTENT

Designed to help you learn and retain information in fun and interactive ways.

EARN REWARDS

As graduates take advantage of rewarding loyalty programs available.

INCREASE BOOKINGS

Travel Agent Academy empowers agents to confidently sell as specialists.

CERTIFICATION

Show off your knowledge and expertise with Travel Agent Academy diplomas.

GAIN CREDITS

Earn Travel Institute CEU Credits. Some courses offer credits from the Association of Canadian Travel Agencies (ACTA).

LEARN ON THE GO

iOS Tablet compatible courses allow you to learn from anywhere on your own time, at your own pace.

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SUNNY ISLES MIAMI BEACH

Graduate from the Sunny Isles Beach Miami Specialist Program by April 19 to be entered to win a $75 gift card

FORT MYERS – ISLANDS, BEACHES AND NEIGHBORHOODS

Graduate from the Fort Myers Specialist Program by April 30 to be entered to win a $75 gift card!

Course Catalog

ALGVPro: Travel Advisor Special Program

Join over 120,000 of your fellow travel agents to earn, learn and grow in the premier leisure travel marketplace.  

Allianz Partners

Offering travel insurance is an important part of the travel sales process, because providing protection for those hard-earned vacations helps you deliver the best value and highest level of service to your customers.

Arizona Specialist Program

Arizona’s landscapes are brimming with natural beauty, adventure, history, wellness, art and culinary flavor. Enroll to help your clients discover the best of what the Grand Canyon State has to offer!

Aruba Certified Expert Program

Learn how Aruba is “One Happy Island” for couples, families, active vacationers and pure beach relaxation-lovers alike.

Atlantis Ambassador

Become empowered! Discover how to create unforgettable vacations at our unique resort destination, with unparalleled entertainment and awe-inspiring recreation.

The course is an insider’s guide to working with Audley, with details about the company’s  approach to travel and helpful tips on how to work with the company’s team of travel experts. By mastering the Audley approach to travel, advisors can provide clients with memorable travel experiences while at the same time powering your own business forward.

Catalonia Hotels and Resorts

Learn how Catalonia Hotels & Resorts can help you tailor seaside Mexican and Caribbean vacations to delight clients pursuing a wide variety of dreams.

Condor Airlines Specialist Program

Find out how Germany’s boldly evolving air carrier enhances the entire travel experience for your Europe-bound clients, while giving you a chance to earn commissions

Costa Rica Specialist Program

From its golden shores, playful waves and pristine waters to its mystical rainforests, simmering hot springs and majestic volcanoes, Costa Rica brims with "pure life." Learn how to tap into it!

Dominican Republic Specialist

Impress your discerning clients with tailored recommendations on the best attractions, activities, food, beaches and areas to stay in the Dominican Republic. Enroll today to bring a vacation of endless possibilities to life!

Fort Myers – Islands Beaches and Neighborhoods

Discover how to craft a vacation that will tempt even your busiest clients to slow down and soak in the good life!

Grand Sirenis Specialist Program

Discover the essence of what makes Grand Sirenis Hotels & Resorts an irresistible vacation choice in Punta Cana and the Riviera Maya.

Greater Miami and Miami Beach Specialist

Learn to sell Greater Miami both as a singular destination and a cruise extension to be explored by travelers with all sorts of interests, from cuisine to the arts to outdoor life.

Guanajuato Specialist Program

The state of Guanajuato invites all to come celebrate life in the heart of Mexico. Enroll to learn about its Magical Towns, vineyards and many historic, cultural and recreational attractions.

Hawaii Destination Specialist Program

This free, online educational program delivers in-depth insights as well as valuable sales tools so you can #LetHawaiiHappen for your clients. You can take it anytime, at your own pace, to become a booking pro.

Jamaica Travel Specialist Program

Discover how to send clients on a quest for their own authentic experience of Jamaica -- and strengthen your partnership with this ever-popular destination.

Japan Travel Specialist Program

Learn to sell Japan’s endless discoveries, including both modern and ancient treasures, as well as stunning natural landscapes with a beauty all their own.

Jordan Travel Specialist

Explore how Jordan, which once captivated ancient travelers, continues to enthrall a whole new generation as a modern, vibrant nation.

Key Lime Academy

Like the destination itself, Key Lime Academy has been designed to educate, inspire and entertain while unveiling all of what the Florida Keys has to offer.

Korea Specialist Program

Imagine your client’s dream vacation. Imagine their Korea! Explore this fascinating country’s incredible diversity of experiences.

La Paz Specialist Program

Located in an ever-trending tourism region, La Paz will immerse your clients in local living – a little off the beaten path but in the heart of culture and outdoor action in Baja California Sur, Mexico.

Loreto Specialist Program

A charming community that has long celebrated the best of life, Loreto truly fulfills the notion of a hidden gem within a trending vacation spot – in this case, the seaside coastline of Mexico’s southern Baja California peninsula.

Los Cabos Specialist Program

Check out the latest information on this ever-popular destination and explore Los Cabos' dynamic portal to strengthen business partnerships.

Majestic Resorts Specialist Program

From the best beach locations to the vast inclusions and special golf offerings, discover why your clients will be glad they vacationed with Majestic Resorts.

Malta Specialist Program

Malta is packed with pleasures: ancient towns and archaeological sites; expansive beaches and spectacular scenic vistas; award-winning diving experiences, and much more.

Nayarit Specialist Program

Learn about the many ways to experience an authentic side of Mexico and discover some surprises along the ever-popular Riviera Nayarit.

Oasis Hotels and Resorts Specialist Program - US and CA English

Learn how to match your clients to the perfect Oasis property – including all-inclusive beachside properties in Cancun and Tulum, EP hotels in downtown Cancun – with many choices for customization.

Oasis Hotels and Resorts Specialist Program - CA French

Disposant d'un nouveau chapitre sur le Grand Oasis Tulum, un sanctuaire de beauté situé sur une plage calme de la Riviera Maya qui offre un accés à tout, du paddle-board à la plongée sous-marine dans des eaux remplies de poissons -- ce programme vous aidera à vendre une gamme encore plus large d'expériences de vacances. 

Princess Hotels and Resorts

Become a Princess Hotels & Resorts Specialist With a Wedding Specialist Option

Puerto Vallarta Specialist Program

Enveloped in the beauty of a by-gone time, this colorful town on Mexico’s Pacific Coast is sure to win the hearts of your clients. Learn how to easily craft a great vacation here!

Saudi Expert Travel Training

Open up extraordinary realms of travel experiences, from outdoor adventure to vibrant cultural events. An excellent destination for clients seeking something new!

St. Augustine | Ponte Vedra Specialist

Founded in the 16th century, St. Augustine's history runs deep -- and so does its sense of adventure. Learn about this multifaceted culinary magnet and neighboring golf paradise Ponte Vedra on Florida's Historic Coast.

Sunny Isles Beach Miami

Learn all about Sunny Isles Beach's pristine beaches, stunning resorts and lush parks, as well as the laidback elegance and easy pace that truly define a "getaway."

Find out about the brand’s award-winning Riviera Maya properties! Then craft vacations that truly immerse your clients in beauty that complements the lush, mystical host destination.

Tobago Specialist Program

Discover what all the happiness is about – and how to share it with your clients – by enrolling in the Tobago Specialist program!

Travel Technology Specialist Program

This course is designed for the ambitious travel advisors eager to boost their expertise in the intersection of travel and technology. 

Windstar Star Specialist Program

Learn what makes Windstar Cruises “180 Degrees from Ordinary” as you begin earning badges in three categories: Our Yachts, Our Destinations and Our Itineraries.

Testimonials

Since taking the Greater Miami Specialist course I have a greater understanding of the Miami area which in turn has helped me sell more vacations. I can better accommodate  the kind of vacation my clients specifically request. This has helped my business so much. I am so glad I took the time to take the course. Thank you!   Kathryn Rezza Travel Curator, Virgin Voyages

I received a recommendation for the Oasis Hotel and Resort training on Travel Agent Academy from a fellow travel agent.  I took the training and shared the training with my team.  Taking the training afforded me the knowledge to share with my clients, building trust and increasing my sales. The smooth process was captivating and left me eager for more. Having insights into the properties we recommend to our clients is essential. I've sent several clients to Oasis, and they came back with enthusiastic reviews. As a travel agent, receiving outstanding referrals is rewarding, especially when clients genuinely appreciate the property. Rita Wiggs The Travel Pit

Over the years I’ve completed several Travel Agent Academy courses. Most recently, because of a personal trip, I completed the course for the state of Guanajuato, Mexico. I had been to Guanajuato City previously but felt I needed to learn more about the state to fully embrace the destination. The course gave me an in depth understanding of this fabulous area from the quaint Pueblos Magicos (Magic Towns) to the thriving wine region to the amazing archeological sites. This training has it all. Most people know Guanajuato as the home to the colonial town of San Miquel de Allende but there is so much more. This course will help you plan an unforgettable vacation for your clients and have them experiencing a Mexico that few see. Brenda Thomas, CTA Somewhere Now Travel

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Start Abroad Programs Fall 2024

Explore Spring Start opportunities abroad in  Rome ,  Dublin , and  Barcelona   for the Fall 2024 semester. Please note, only the Rome program is hosted and facilitated by the University of Miami Study Abroad office.

The benefits of studying abroad are endless and will only enrich your experience at the University of Miami. Stand out from the crowd once you graduate by adding study abroad to your resume and demonstrate you can thrive in a global environment.

Study Abroad: Financially achieving the dream

Study Abroad Guide

This Study Abroad Guide will help you navigate the process of studying abroad throughout all stages of your search.

Richter Library

Find great resources before heading abroad!  Richter has access to travel guides, local newspapers and much more.  

Toppel Career Center

Studying abroad can have a huge impact on your future plans.  Learn how to link your study abroad experience to your career!

Prestigious Awards & Fellowships

Your time abroad will make you a strong applicant for nationally competitive awards, fellowships, and scholarships. Let the Office of Prestigious Awards & Fellowships help connect you with the resources you need!

Travel Registration

• Register Your Trip

Non-UM Programs

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Study Abroad

• Dooly Memorial Classroom Building 1111 Memorial Drive, Suite 125 Coral Gables , FL 33146
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Travel Clinic

• University of Miami Health System

305-243-TRIP (8747) Professional Arts Center 1150 NW 14 ST 4th Floor Miami, FL 33136

International travel, whether for personal or business reasons, can be challenging and demanding. Travelers may need to be vaccinated against some of the serious diseases that are found in other parts of the world. Vaccinations can help protect you against diseases such as yellow fever and tick-borne encephalitis, among others.

The UHealth Travel Medicine Clinic is here to provide you with needed country-specific information, travel vaccines and medications for you, the international traveler.

Pre-trip consultations

We will recommend a plan of treatment aimed to protect you during your travels. The types of immunizations and other protective measures can vary depending on your travel plans and your particular risk level. Consultations will cover all relevant topics including:

• Immunizations
• Detailed travel medicine reports for each country visited.
• Advice on health concerns endemic to countries visited.
• Detailed prevention strategies for:
• Insect-borne diseases such as malaria, dengue fever and Japanese encephalitis.
• Food and water-borne illness such as traveler’s diarrhea and schistosomiasis.
• High altitude sickness.
• Specific traveler related issues including pregnant travelers, travel with children, solo travelers and female travelers.
• TB testing if applicable.

Post-trip Consultations

Many illnesses may only manifest after your return to the U.S. Screening for certain illnesses such as tuberculosis or intestinal parasites can save you from more serious problems later on. We can provide for the treatment of post travel-related diseases or arrange for timely consultations to specialized units if needed.

Services Offered

Itinerary-specific, pre-travel consultation and immunization for children and adults, including:

• Hepatitis A, typhoid, meningococcal, and Japanese encephalitis vaccines
• All other recommended vaccines (e.g. tetanus, measles/mumps/rubella, polio, hepatitis B, and others)
• Advice on the prevention of disease transmitted by mosquitoes such as dengue fever and Japanese B encephalitis
• Advice on malaria prevention — where, when, and how
• Advice on the prevention and treatment of traveler’s diarrhea
• Advice on special issues such as medical care abroad, altitude sickness, and jet lag
• Information regarding travel with children or during pregnancy
• Travel health advice for individuals with chronic diseases including immunosuppressive disorders
• Education on how to help prevent the development of blood clots in the lower extremities during long flights(thought this would be a good service if we could provide)

Travel vaccines keep individuals healthy by protecting against life-threatening diseases. This is the first and most important step that you, the traveler, should take in preparing for international travel. You may require several kinds of travel immunizations.

All immunizations on the CDC list are 100% covered for UM/Aetna medical plan participants. Some co-pays may apply for consultations. Faculty and staff not participating in the UM/Aetna medical plan should contact their insurance carrier for coverage and benefit information

Items Needed During Appointment

• Health and Immunization history
• Current Medications
• List of any existing health problems or conditions
• Itinerary, with Destinations Accommodations and Length of stay
• Details of Planned Activities such as a jungle walk, river rafting, tour of outlying villages, etc.

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Finance and Business Services

Travel management services.

The University is pleased to announce that Options Travel will be providing travel management services to make travel planning and booking more convenient for departments electing this service.

The University spends more than $5 million annually for group and individual travel-related services including air, hotels and car rentals. By directing more resources to products and services that are professionally managed and consolidating travel through one source, the University has the opportunity, in partnership with Ohio's other universities, to leverage its travel spend with airlines, car rental companies, and hotels to negotiate lower costs.

Making reservations with Options Travel is easy and convenient. The Travel Portal can be accessed by the traveler or a designated travel coordinator or travel plans can be made via telephone or email. The benefits of using Options Travel are numerous: traveler data is stored simplifying future airline ticket and other travel purchases, travel arrangements are automatically populated to the traveler's calendar, and the system stores unused/canceled airline tickets making them readily available for future travel

Traveler and Travel Coordinator Benefits

• The responsibility for duty of care transfers from the Miami department to Options Travel.
• Lower overall cost of the trip.
• Discounted hotel rates offered by Options Travel.
• Pop-up reminders to the system to remind staff of Miami travel policies (ex. Business upgrades on flights must be reimbursed to the University).
• Time savings due to stored travel data, travel preferences and credit card information (not entering the data each time you make a travel reservation) and to reduced research time comparing multiple travel sites.
• Travel agent availability if the trip is canceled (at an additional fee).
• Cloning a trip for multiple travelers or recurrent travelers.
• Viewing TSA security wait lines at airports ahead of time.
• Having a one-stop Travel Portal  for all travel news, trends, and tips.
• Tracking of flight credits for airlines (for canceled flights). System reminders to use when booking a flight with the same airline.
• Full Southwest Airlines integration (including Early Bird Check-in).
• TripIt app available at no charge to organize travel plans.
• Sharing travel information with other travelers so that similar flights can be scheduled.
• Ability to view travel history to aid in scheduling new travel.
• Ability to place a flight on hold for one day to finalize plans.
• Traveler will earn frequent traveler points (Air, Car, and Hotel). Please note : Frequent flyer credits earned by the University employees for travel on University business cannot be used for personal travel (see Ohio Ethics Commission advisory opinion no 910-101 ). These credits must be applied to future University Travel.

Groups/Meetings/International Travel

Options Travel can also assist with group travel arrangements including:

• Group Air Contracts
• Custom registration sites
• Hotel room block negotiations and management
• Ground transportation negotiations and coordination
• Custom reporting

Additional Fees for Travel Services

Concur airline booking: $5.00 

concur car or hotel booking (this does not apply if you add to an existing reservation:  $3.00

Agent booked/exchanged airline reservation: $18.00

Agent booked/car or hotel:  $0.00

Call to after-hours:  $22.00