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Travel Registry: Getting Started
Purpose: If you are planning to travel abroad, register your international trip in the Rice University Travel Registry. Your safety and security during your time abroad is important to us. All departments are responsible for ensuring Faculty, Staff and Students document their travel plans with the Travel Registry.
See also Rice Global, the online portal for Rice University's international engagements and operations.
Contents
My Trips
Login to Travel Registry
Step 1: Go to the Rice Travel Registry site.
Step 2: Login with your NetID and Password.
Step 3: If you are already logged in to SSO, you will be directed to the Travel Registry Dashboard with the following options:
- Create New Trip
- View My Trips
- View My Managed Trips
Create New Trip
Travel Registry allows you to:
- Create a new trip entry for yourself and/or others.
- Only one person can be entered at a time. The person who is "logged in" will be set as the default traveler (see Scenario 1).
- To change the name of the traveler, click Change Traveler (see Scenario 2).
- You are required to enter the name of the traveler and trip information.
- You can enter additional travelers including travelers who are not affiliated with Rice.
* Indicates required fields.
Scenario 1: Create a new trip
You can register for both domestic and international travel, see the examples:
- Domestic Travel
- International Travel
Domestic Travel
For this example, the trip is to California, USA.
Adding Additional Travelers On This Trip: Enter the name(s) of additional travelers, including non-Rice affiliates
International Travel
For this example, the trip is to Madrid, Spain.
Step 1: Once you've completed adding your information, you may create an itinerary (see Itinerary 1-Madrid). If needed, you can Add Another itinerary. When you are done, select Save Trip.
Step 2: You will receive a confirmation that your trip is saved successfully. You must then click the Register button to complete registration when trip information is complete (see the box marked in red below).
Step 3: After you click Register Trip, you will be directed to the View Trip page confirming your trip is registered with the following information: Trip Number and Trip Details. You select one of the following options: Unregister Trip or Close.
Step 4: Once the registration is complete, a confirmation email be sent to you (the person who registered the trip) and the traveler. If you registered your own travel, you will have two confirmation emails.
My Trips
You can view upcoming trips upon Registration completion under My Trips from the Travel Registry Dashboard.
Scenario 2: Create a new trip for someone other than yourself
Step 1: Click on Change Traveler.
Step 2: Search Traveler.
- Enter "First and Last Name"
- Click "Search"
- Click "Select"
The following process is the same as in Scenario 1:
Step 3: Once you've completed adding the traveler's information, you can create an itinerary (see Itinerary 1-Madrid in Scenario 1). If needed, you can Add Another itinerary. When you are done, click on Save Trip.
Step 4: After you select Register Trip, you will be directed to the View Trip confirming your trip is Registered with the following information: Trip Number and Trip Details. You select one of the following options: Add Comment, Archive Trip, Unregister Trip, or Close.
Step 5: After the registration is complete, a confirmation email will be sent to you (as the one who registered for the trip) and to the traveler.
You can then access the International Travel Document from the International Travel Information box found in the confirmation email.
My Managed Trips
Use My Managed Trips to view the trips that you registered for others.
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Delete Trip / Travel Cancellation
To delete a trip from the registry, go to My Managed Trips on the Travel Registry Dashboard.
Select View to open the trip record. Next, click Unregister Trip.
Click Delete Trip to remove the record.
Other Resources
Rice Global Website | Plan Your International Travel
You will find the following resources:
- Register Your Travel at Global Rice
- Download International Checklist
- International SOS
- Learn About Travel with Technology
If you need assistance, contact the Rice OIT Help Desk.