Rice University Travel Registry User Guide

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.

Contents

My Trips

Login to Travel Registry

Step 1: Go to the Rice Travel Registry site.

Step 2: Login with your NetID and Password.

NetID Login
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
Travel Registry Dashboard

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 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 both domestic and international travel, see the examples:
  • Domestic Travel 
  • International Travel

Domestic Travel 

For this example, the trip is to California, USA.

Create a new domestic trip

Adding Additional Travelers On This Trip: Enter the name(s) of additional travelers, including non-Rice affiliates
Adding Travelers

International Travel  

For this example, the trip is to Madrid, Spain.

Create a new international trip

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.

Add another itinerary

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 box marked in red below).

Save Trip


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.

Register Trip

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.

Registration Confirmation

My Trips

You can view upcoming trips upon Registration completion under My Trips from the Travel Registry Dashboard.
My Trips Dashboard
My Trips section

Scenario 2: Create new trip for someone other than yourself

Step 1: Click on Change Traveler.

Change Travelers

Step 2: Search Traveler.
  • Enter "First and Last Name"
  • Click "Search"
  • Click "Select"
Search Travelers
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 the trip) and to the traveler.
You can then access the International Travel Document from the International Travel Information box found on the confirmation email.

International Information Box

My Managed Trips

Use My Managed Trips to view the trips that you registered for others.
My Managed Trips section

Delete Trip / Travel Cancellation

To delete a trip from the registry, go to My Managed Trips on the Travel Registry Dashboard.

My Managed Trips section
Select View to open the trip record. Next, click Unregister Trip.
Unregister Trip

Click Delete Trip to remove the record.

Delete Trip

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:
  • Submit Help Desk Ticket
  • Call: 713-348-4357 | Monday - Friday | 8 a.m. - 5 p.m. (Except holidays)
  • Email: helpdesk@rice.edu




Keywords:travel itinerary registry guide login international security safe important faculty staff students documents plan   Doc ID:98318
Owner:Diane Y.Group:Rice University
Created:2020-02-27 21:17 CSTUpdated:2021-01-16 23:43 CST
Sites:Rice University
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