Travel Day Guide & Cheat Sheet

For quick guidance, refer to our Travel Day Guide and Travel Support Contacts on travel day.

 

Travel Day Guide cheat sheet for participants

Support Before Travel

Contact – The Mansfield Center International Travel Team

Email: mansfieldtravelassist@mso.umt.edu

Travel and Hotel Booking Questions. If you have questions about your travel or hotel booking, please email the Mansfield Center Travel Team. Bear in mind that we are a small team booking flights and hotels for over 600 participants within close budgetary and bureaucratic parameters. For that reason, while we will do our best to accommodate your needs, we cannot guarantee accommodation.

Travel Preparation Guidance. The Mansfield Center Travel Team is here to support you with travel preparation guidance. Please read through the entirety of the Mansfield Center Travel website, especially ‘Before International Travel’ – we’ve detailed the most important information there, including tips and tricks for international travel preparation, packing suggestions, and checking into your flight. If you’ve read through our website and still have questions, feel free to email us.

Visas and Customs Information. To learn more about visas and customs information, view the J-1 visa Information section of our website. We’ve provided the basics on all-things visa. For more information, you can check out the U.S. Department of State’s overview of the Exchange Visitor Visa or contact the Mansfield Center Travel Team. For specific questions regarding your visa application, please direct them to the Embassy/Consulate contact in your home country.

Travel Updates. Travel updates specific to your flight should come to you directly from the airline via email after your flight has been booked. If there are significant updates or possible changes to your flight, such as an updated departure or arrival time, please inform the Mansfield Center Travel Team and your Host Institute via email as we will need to prepare for your new airport pick-up.

Support During Travel

Contact – The Airline

Accessing support: In-person at the airport

Flight Delay. If your flight is delayed, hang tight and wait at your gate until the new departure. If you are on your way to the U.S. for program, alert your Host Institute of the delay and include your new arrival time in the message. If one of your flights has impacted other flights, see below for what to do.

Flight Cancellation, Missed Connection or Rebooking. If your flight was cancelled, you miss your connection or require a rebooking, work with the airline staff at the airport to get booked on the next available flight – they are responsible for getting you to your destination and can provide faster assistance than anyone else. If you are unable to resolve the issue or payment is required, contact the International Travel Team at MansfieldTravelAssist@mso.umt.edu for more guidance. If the disruption occurs after regular business hours, contact the 24/7 Travel Agent at Corporate Traveler.

Hotel Accommodation (for disruptions only). If your flight was cancelled or significantly delayed and you require a hotel, work with the airline staff directly. They are responsible for providing you with a hotel accommodation should your flight be significantly disrupted. Unfortunately, not all delays are eligible for hotel accommodation.

Contact – Your Host Institution

Accessing support: Call or email the Host Institute

Arrival to the United States. Changes Affecting Arrival and Airport Pickup. Program staff will be at the airport to pick you up upon arrival. If your arrival time to the U.S. changes, notify both the Mansfield Center Travel Team at mansfieldtravelassist@mso.umt.edu and your host institution right away with your new travel schedule.

Lost & Broken Baggage. If your baggage is lost or broken during travel, inform your Host Institute right away and do not leave the airport. Find a baggage help desk and file a report immediately. Take photos of the damage, and save any tracking or case numbers. Keep your luggage tickets and any receipts for items you buy to replace lost belongings.

 **Note: The YSEALI Academic Fellows Program is not responsible for lost or damaged luggage.**

Travel Questions

Contact – Travel Agent, Corporate Traveler

General Travel Information. For all other travel questions, please contact our Travel Agent, Corporate Traveler. Corporate Traveler can help provide information on:

  • Ticket Access
  • Check-In
  • Baggage Allowance
  • Seat Upgrades
  • Transit and Layovers
  • Airline backup support

After-hours Support. Corporate Traveler also provides after-hours support in case questions arise outside of the Mansfield Center Travel Team’s hours of operation. Their after-hours support includes an email for general inquiries and a 24/7 phone service for issues requiring immediate attention. Before contacting Corporate Traveler, we highly recommend you read through the Mansfield Center Travel Team’s website as we provide detailed information on a wide array of travel-related topics, and may already have the answer for you.