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General information about research and business travel is available at the SRS Travel Safety site, where they cover the basics of SFU's travel registry, preparing for a trip, and resources available while abroad. 

Check Travel Advisories and Register

The first thing to check is the latest travel advisories. Consult the to determine the current status. SFU's contracted travel service, International SOS, provides detailed briefs when registering with their service. The traveller will be updated during their trip with location-specific alerts via a dedicated app.

Note that the CAUT has  warning academics against non-essential travel to the US. 

• A valid passport from your country of citizenship that will not expire within 6 months of your travel.
• Travel visa if it is required. 
• Have copies of your travel itinerary, invitations to speak at a conference, event registration, hotel and return flight information to demonstrate the purpose of your visit and its duration.
• International students should have their student visa and a letter of support from SFU with them when travelling.
• Bring proof you have enough money to cover your expenses while abroad and proof of travel health insurance.

Even if you have never required a travel visa to visit the US before, take the time to check if the rules have changed before you depart.

The Government of Canada recently indicated that Canadians and other foreign nationals visiting the United States for periods longer than 30 days must be registered with the United States Government. Failure to comply could results in penalties, fines, or misdemeanor prosecution. 

 U.S. border agents are entitled to search your electronic devices when you are entering the United States. They don鈥檛 need to provide a reason when requesting a password to open your device. If you refuse, they may seize your device. The border agent could also delay your travel or deny entry if you are not a U.S. citizen. Any information actually on your device may be subject to search. 

At The Border

You are encouraged to fully cooperate with any requests made by border officials. Failure to do so could result in your travel being delayed or cancelled. 

Pre-clearance: At a land crossing or when flying from smaller airports you are inside the US when passing through customs and immigration, and are therefore subject to US law. YVR has US pre-clearance, which takes place while you are still on Canadian soil. At pre-clearance: 

• You will be interviewed by a U.S. preclearance officer. They are authorized to inspect your luggage and can refuse you entry into the United States.
• It鈥檚 an offence under Canada鈥檚 Preclearance Act to knowingly make a false or deceptive statement to a preclearance officer.  While you are in a preclearance area, you are subject to Canadian law, including:
  • the Canadian Charter of Rights and Freedoms
  • the Canadian Bill of Rights
  • the Canadian Human Rights Act
  • Canada鈥檚 Preclearance Act
  • Canadian criminal law
• You may withdraw your request to enter the United States and leave the preclearance area at any time unless a U.S. preclearance officer suspects on reasonable grounds that you have made a false or deceptive statement or obstructed an officer. The officer may then detain you for violations of Canadian law.

Reimbursement

SFU's Business and Travel Expenses policy has a very limited set of stipulations in the event of booked travel not actually occurring. 

• First, the traveler should not book a no-refund / no-credit fare. If they do they lose it all:   7.8.2.  When non-refundable tickets are cancelled the total value of the ticket is lost. The university will not cover the loss of a cancelled non-refundable ticket.
• If the traveller books a higher fare and cancels within the appropriate window they can typically use credits towards a future flight, minus an admin fee. This is airline-specific. 

While travellers are encouraged to purchase travel cancellation insurance, such insurance will not necessarily apply in the case of a denial. SFU鈥檚 travel provider has said the following:

At this time, travel suppliers have not issued refunds or waivers related to the current political climate, as they generally follow official government advisories. That said, as we all saw during the COVID-19 pandemic, circumstances can change quickly. For this reason, we strongly recommend continuing to book travel through the managed travel program. In the event of any disruptions, our team is here to assist with cancellations, refunds, and the management of unused ticket credits, just as we did during COVID or other major world events.

The traveler insurance used by SFU鈥檚 travel supplier will likely not pay out in the case of a denial at the border or personal decision to not travel due to perceived risk. The only condition that allows payout is if the Canadian government issues a travel advisory to avoid all non-essential travel or avoid all travel for your ticketed destination. Denial of entry or denial of a B-1 Business Visitor visa are not valid conditions for payout.

If a person decides not to travel or the border crossing is denied, and they have made every effort to receive refunds or credits on all travel and hotel commitments, the university has no specific stipulation that they cannot receive a reimbursement for out-of-pocket expenses. The decision to override normal procedure (ie to reimburse where no actual travel/service has been provided) is up to the unit鈥檚 Dean or VP. This is consistent with other types of overrides. 

One complicating factor is if the travel falls under a grant or contract. For Tri-Agency grants the eligibility of expenditures is based on institutional policy. Therefore, with an approval as noted above, the grant could potentially be charged. For other agencies or contracts this may not be the case. In such a situation the cost would be borne by the Faculty or relevant non-academic department. 

This page will be updated as conditions change.