Travel Information

Individuals traveling on behalf of Middlebury should seek the least expensive option that allows them to do their job effectively and safely when incurring any expense that will be charged to Middlebury.

Traveling to the UK or EU in 2025

Please review the following important updates for faculty/staff/students.

Beginning January 8, 2025, travelers to the UK are required to get an Electronic Travel Authorization (ETA). This new requirement applies to US citizens (and travelers from several other countries) and aims to streamline entry processes. We recommend that all students, staff, and faculty traveling to the UK familiarize themselves with this new requirement to avoid any travel disruptions. Note that an ETA is required for those transiting through the UK as well.

For those planning to visit the EU in 2025, it’s important to know about two upcoming systems designed to update border control: the Entry/Exit System (EES) and the European Travel Information and Authorization System (ETIAS). On 12 October, the EU will implement a new entry/exit system (EES). The new system will apply to most short-stay foreign visitors entering the Schengen area countries. Upon arrival and departure, travelers may have their biodata, including fingerprints and facial images, collected digitally at the border. The system will be gradually implemented over six months. ETIAS, which will require visa-exempt travelers to obtain pre-travel authorization, is expected to launch in late 2026. We advise all travelers to familiarize themselves with these new requirements and stay informed about any changes.

For further details, please refer to the following web resources:

• European Travel Information and Authorization System (ETIAS) - European Union
• Entry/Exit System (EES) - European Union
• Key differences between ETIAS and the EES - European Union

If you have any questions, please contact Global Operations at Middlebury.

Making Travel Reservations

Middlebury has designated Milne Travel as our preferred vendor for travel services.

Members of the faculty and staff may make air and rail reservations using this agency. The preferred vendor also negotiate with major chains for preferential auto rental and hotel room rates for Middlebury personnel. Except when attending a conference through which special hotel rates are provided, travelers are encouraged to consult with the travel agents prior to making hotel or auto rental reservations.

The preferred travel vendor will bill Middlebury directly when an employee’s ID number and appropriate budget number are provided. Travelers should be sure to use the specific departmental or grant budget code for the trip at the time of booking.

Some travelers may elect to make their own reservations using Web-based services. Travelers choosing this course are encouraged to obtain a competitive quote from the preferred agents before finalizing alternative bookings. As always, controlling the institutional costs of Middlebury travel and maximizing budget resources should be the goal of everyone traveling on Middlebury business. Travelers booking fares independently use a personal or Middlebury credit card and must submit expense reports in Oracle.

Additional Information

For further information on Middlebury’s travel expense policy, please refer to Middlebury’s travel expense policy.

You may also reference information from the U.S. Department of State on the following topics:

• Travel Emergencies and Crisis Assistance
• Travel Warnings