Travel for Production Shoots

If any of your shooting locations are 25 miles away from the UT campus, then it is considered “travel” by UT. In those cases, you must fill out the Production Travel and Insurance Request Form and then coordinate with the RTF Safety Supervisor on submitting the proper documentation.

Deadlines to submit the request form:

• If domestic travel, fill out this form at least 10 days in advance of travel. 

• If international travel, fill out this form at least 8 weeks before departure.

See further guidelines below for domestic travel and international travel. As a reminder, all projects must also complete a Production Approval Form to get access to equipment for their shoot.

Questions about travel? Contact Drew Saplin at rtf-safety@austin.utexas.edu.

Domestic Travel (United States and U.S. Territories) – 25 miles away or more from the UT Campus

Download the following forms and have each cast and crew member fill out and return them to you. All these forms must be uploaded to a Box folder created for you by the RTF Safety Supervisor at least 10 days before you are scheduled to begin production.

• RTF Production Student Travel Sheet

• Release and Indemnification Agreement - Minor for each traveler under 18

• Release and Indemnification Agreement for each adult traveler

• Authorization for Medical Treatment for each traveler. Note: Every traveler is required to have medical coverage for the duration of their trip. For domestic travel, students may be covered under their own policy, but if not, they can purchase temporary coverage from Student Activities for $5.00/day.

Please name all files in the following format:
ClassNumber_TravelCoordinatorName_FormName_CastCrewLastName

International Travel

Registration & Forms

You must visit Texas Global to begin registering for international travel. Every University of Texas student participating in the production must complete this process. Please note that permission to travel is granted by Texas Global, not the RTF department. RTF will not grant permission to film though until Texas Global has granted permission to travel.

After completing your travel registration with Texas Global, you will need to upload the following items for each student participant to a Box folder created for you by the RTF Safety Supervisor at least 8 weeks before you are scheduled to begin production:

• RTF Production Student Travel Sheet - filled out by each member of the production

• A confirmation receipt from the International Travel Registry confirming registration (this can be a screen capture or confirmation email)

• Approval of International Oversight Committee (for Restricted Regions only)

• Release and Indemnification Agreement - Minor for each traveler under 18

• Release and Indemnification Agreement for each adult traveler

• Authorization for Medical Treatment for each traveler. Note: Every traveler is required to have medical coverage for the duration of their trip. All international travelers will automatically be enrolled in the international insurance plan through Texas Global Risk and Safety, which costs $19/week and is billed directly through your What I Owe page.

Please name all files in the following format:
ClassNumber_TravelCoordinatorName_FormName_CastCrewLastName

Equipment

You may begin to reserve equipment, but you will not be allowed to check out until all the above is submitted. Please consult the Moody Equipment Checkout Policies for information on traveling with Moody production equipment.

If taking University owned equipment abroad, please consult RTF Accounting to set up carnet. Carnets are international customs documents that simplify customs procedures for the temporary importation of various types of goods.

Carnets save time, effort, and money because they:

1. May be used for unlimited exits from and entries into the U.S. and foreign countries (Carnets are valid for one year),

2. Are accepted in over 75 countries and territories,

3. Eliminate value-added taxes (VAT), duties, and the posting of security normally required at the time of importation.

4. Simplify customs procedures. Carnets allow a temporary exporter to use a single document for all customs transactions, make arrangements in advance, and at a predetermined cost.

5. Facilitate reentry into the U.S. by eliminating the need to register the goods with U.S. Customs at the time of departure.

INDIVIDUALS are responsible for obtaining their Carnets in advance, paying for the Carnet, and following Carnet protocol. There are serious financial consequences for not following Carnet protocols, so pay attention to their instructions.