Once these documents are received, the OI submits travel requests to the Faculty of Medicine leadership for approval and notifies the University of Ottawa Human Resources for verification of the applicant’s eligibility for travel:
Duration (support staff cannot be abroad for more than 90 consecutive days and 120 cumulative days per year)
Work status (if applicable)
Sufficient travel and emergency healthcare insurance coverage
WSIB (if applicable)
Please note that all applicants must undergo an HR verification process at least 30 days prior to departure.
2. Preparing for Departure
All applicants who are approved as travelers will have to complete the following requirements prior to departure:
Invitation Letter (China)
Visa Application Process
Pre-Departure Travel Checklist
A. Financial Pre-Approval
Travelers must submit a pre-approval request to the Faculty of Medicine Financial Services:
Travelers can purchase flights themselves (contact OI Office for travel agent).
Flights can also be purchased for travelers by Financial Services with the flight information to complete purchase. N.B. travelers should ensure to book flight at least one month prior to departure, to ensure best pricing.
C. Invitation Letter
For travelers taking part in travels related to the Faculty of Medicine’s international partnerships, the Office of Internationalization will request an invitation letter required for visa applications (if applicable). All other travelers are responsible to secure their own letters of invitation for visa application.
D. Visa Application Process
Many international destinations require invitation letters and travel visa for entry. Applicants should consult the Government of Canada website for the latest visa requirements:
Due to the partnership with SJTUSM and frequency of travels to Shanghai, specific guidelines for the Chinese Visa Application process are listed below. Travelers traveling to other destinations can email the Office of Internationalization for further guidance.
Chinese Visa Application Process:
Travelers must submit the following documents to the Chinese Visa Application Service Center (220 Laurier Avenue West, Suite 1450):
Visa Application Form (will be provided by the OI with pre-filled mission details)
Passport (with at least six months of validity and at least two blank visa pages)
One recent color passport photo – (can be taken at the booth of the visa center N.B. the photo cannot be older than 6 months prior to application)
Copy of previous Chinese visas
Fee – (to be paid in cash or debit card when visa is picked up)
N.B. Visa processing can take up to 4 business days. Express processing services are also available for purchase.
E. Hotel Reservation
Hotel reservations will be made by the OI for travelers taking part in international partnerships. Travelers will receive their booking confirmation by email and will be responsible to organize transportation between the airport and their hotel.
F. Pre-Departure Training
Before departure, travelers may be required to partake in some form of pre-departure training. Training may be delivered at an in-person session or as booklet/PowerPoint sent to you by email. The Office of Internationalization will contact you regarding training options.
G. Pre-Departure Travel Checklist
I have submitted financial pre-approval request to the uOttawa Faculty of Medicine Finance Department for financial pre-travel approval.
I have received the invitation letter from the Office of Internationalization.
My passport is valid for at least six months beyond my return travel date.
I have checked Visa requirements and secured all necessary visas and documents.
I have consulted with a travel healthcare professional regarding travel immunizations.
I have confirmed my hotel during my travels abroad.
I have obtained adequate travel health insurance and have WSIB coverage (if applicable).
I have provided my contact information to family, friends and my sending institution/organization. A close friend or family member also has a copy of my travel documents, placement details, and travel arrangements.
I have registered with Canadians Abroad or Smart Traveler Enrollment Program (USA) and confirmed contact information for local Canadian, British and/or Australian embassies and consulates, as appropriate.
I have refilled my regular prescriptions, including optometrical.
My personal medical kit has been prepared according to the instructions of my doctor.
I have money in both Canadian and appropriate international currencies.
3. While Abroad
Receipts and Boarding Passes
Travelers must keep all expense receipts and records (including boarding passes) for reimbursement upon their return to Canada.
Emergency contact card
Travelers should keep personal emergency contacts on them in the case of medical or other emergencies. The following template can be used for this information: Emergency Contact Tag
Travelers will receive a survey by email upon their return to Ottawa. The information collected will help the OI report on the overall travel outcomes and collect feedback from travelers on their level of satisfaction and suggestions to improve the organization of future travels.