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.

NetID Login screen
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
    <img src="/images/group273/shared/TravelRegistry/12_DetailsofMyManagedTrips.png" alt"details="" of="" my="" managed="" trips"="">

    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.




    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 22:17 CDTUpdated:2022-08-25 16:50 CDT
    Sites:Rice University
    Feedback:  1   0