Travel Information
Members of the faculty and staff traveling on Middlebury business are expected to exercise the same care incurring expense as a prudent person traveling for personal reasons.
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.
In addition, for those traveling to the EU in 2025, a new Entry/Exit System (EES) and a new European Travel Information and Authorization System (ETIAS) is being implemented. Although neither the EES nor the ETIAS are in effect currently, we encourage you to familiarize yourself with these new requirements and continue to keep yourself updated on their implementation dates.
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:
Forms, Policies, and Resources
See this extensive list of important forms and information.