Latest information on operational modifications for fall 2021 Roadrunner Roadmap

Submit your travel itinerary to ISOS for registration

When the traveler uses personal arrangements or non-UTSA contracted travel agencies for any or all portions of their trip, they must submit their trip itinerary to ISOS for registration. 

To submit their trip itinerary to ISOS, the traveler must have an account in MyTripsFollow the instructions below: 

If you have a MyTrips Account 

  1. Log in to the e-mail address used to create your MyTrips account and from that address. 
  2. Forward your flight, bus, car rental, lodging booking confirmation emails to utsystemtravel@itinerary.internationalsos.com. 
  3. Train itineraries are not yet supported by this feature and must be entered manually. (Instructions below) 

 

Common issues 

If you receive an e-mail back letting you know that the system was unable to enter your trip, use the following to troubleshoot the problem: 

  1. You do not yet have a MyTrips account.  See below how to create one, then forward the e-mail confirmation. 
  2. You forwarded the e-mail confirmation from a different e-mail address.  Forward the e-mail confirmation to the address you used to create your MyTrips account, then forward from that address to MyTrips. 
  3. You sent a screen shot, not the confirmation e-mail.  Try again by simply forwarding the confirmation e-mail. 
  4. You modified the e-mail confirmation by entering a greeting, changing the subject, or other.  Try again by simply forwarding. 
  5. You did not include the PDF attachment that came with the e-mail confirmation.  Try again by simply forwarding. 

 

If you need to create a MyTrips account. 

  1. Go to MyTrips at https://mytrips.travelsecurity.com/Login.aspx?ci=Hrp7pMUi1a8%3d 
  2. Click on New User and set up your (the traveler’s) account. 
  3. Important. The e-mail address used in the MyTrips account should allow the traveler to receive emergency and alert e-mails sent by ISOS or e-mails/texts UTSA. In case of emergency the University will send a message to this e-mail address and phone number to ask the traveler to check in, or will send time sensitive information. 
  4. Save the Username and Password in a secure place. 

 

Things you should note: 

  1. Whenever forwarding an itinerary confirmation email to utsystemtravel@itinerary.internationalsos.com, an automated email regarding the processing status of the trip details will be sent to the registered email. Travelers can always log into their MyTrips account to access the trip details. 
  2. If there is an issue with the trip in the MyTrips account, travelers can submit queries or feedback by using the Feedback link or e-mail onlinehelp@internationalsos.com. 
  3. If the traveler has a change in the booking, the traveler must forward the latest version of the itinerary confirmation email to utsystemtravel@itinerary.internationalsos.com. 

 

Frequently asked questions 

  • What if the traveler has booked the trip by using his personal email address, but his MyTrips account is under his UTSA email address? This is not a problem. If the traveler has forwarded the confirmation email from his personal email address (e.g. a gmail email address) and it doesn’t match their MyTrips user name, the traveler will receive an automated email from MyTrips explaining how the email should be forwarded. The traveler can still forward the confirmation from their personal email address to the email address used for MyTrips and then forward it again to the specific International SOS mailbox. Travelers will always receive an automated email about the processing status of their trips. 
  • Will travelers get a confirmation when the trip details have been processed? Yes. Once the trip details are processed, travelers will receive an automated email from MyTrips explaining the status of the trip process. The email will list the trip segments that were successfully processed. 
  • What happens if some of the trip segments are not processed? Travelers will still receive an automated email from MyTrips recommending that they can access their MyTrips account to make any changes or additions. These trips will be labelled as “Forwarded Itinerary” within the trip list for easy identification. 
  • If the traveler makes a change through the original booking vendor, how will these trip changes be submitted to MyTrips and TravelTracker? The traveler should forward the latest confirmation email including the trip change to utsystemtravel@itinerary.internationalsos.com one more time. If the trip confirmation number has been kept the same by the vendor (most likely it will be the same), then the trip change will be reflected in MyTrips and TravelTracker. 
  • What happens if the traveler cancels the trip through the original booking vendor? Trip cancellations are not supported by this feature. Therefore, travelers would need to manually delete these trips from their MyTrips account. 
  • Can the travel agencies forward the booking confirmation emails the same way as travelers? No. This new feature has been designed only for travelers’ use when a trip was booked outside the UTSA Contracted Travel Agencies. It will only work when the traveler forwards the confirmation email from the email address that has been setup as their MyTrips user name. 
  • Can all types of trip segments be processed through this new capability? Currently travelers can forward confirmation emails for any flight, hotel and car rental bookings. Train bookings are currently not supported. 

 

How to register your itinerary manually in ISOS 

When the traveler uses personal arrangements or non-UTSA contracted travel agencies for any or all portions of their trip, they must submit their trip itinerary to ISOS for registration or register the itinerary manually. 

To register the itinerary manually follow instructions below. 

Instructions for UTSA Travelers 

If you have a MyTrips Account 

  1. Go to MyTrips at https://mytrips.travelsecurity.com/Login.aspx?ci=Hrp7pMUi1a8%3d 
  2. Log in to MyTrips 
  3. If you have problems accessing your account, contact ISOS at their customer support center at US: +1-6462590477 or onlinehelp@internationalsos.com. 

If you need to create a MyTrips account. 

  1. Go to MyTrips at https://mytrips.travelsecurity.com/Login.aspx?ci=Hrp7pMUi1a8%3d 
  2. Click on New User and set up your (the traveler’s) account. 
  3. Important. The preferred e-mail address and phone number used in the MyTrips account should allow the traveler to receive emergency and alert e-mails sent by ISOS or e-mails / texts sent by UTSA. In case of emergency the University will send a message to this e-mail address and phone number to ask the traveler to check in or will send time sensitive information. 
  4. Save the Username and Password in a secure place.  

Enter your Itinerary 

1. Log in to your My Trips account. 
Please note: You can only add, remove, or edit information on trips you have registered.  You cannot add, remove, or edit information on trips registered by the UT System contracted agencies. 
2. Click on Create New Trip and enter the information for your trip or the portion of your trip that needs registration. 
3. In the sections below find instructions on how to enter flights, lodging, trains, ground transportation, and also how to place a general pin on the map if you haven’t yet bought your tickets. 
4. If you have issues registering your trip, contact ISOS at their customer support center at US: +1-6462590477 or onlinehelp@internationalsos.com and copy studyabroad@utsa.edu if you are a student. If you are faculty and or a staff member cc global@utsa.edu 

 

Add Flight 

  • Airline: Select appropriate airline.  If you are entering a tentative return trip as you have not yet booked it, enter (YY). 
  • Departure City and Arrival City: Enter the cities you will depart from and arrive to 
  • Confirmation number: It is always better to enter an actual confirmation number, however if you do not have one, you can enter 111111. 
  • Flight number:  Enter the flight number. 
  • Departure and Arrival Dates/Times: Enter departure and arrival dates/times 
  • Click on SAVE. This is important, otherwise your trip information will not be active and UTSA will not be able to pull it when checking for travelers in a particular region. 

Add Accommodation 

  • Name: Enter Hotel Name or Lodging Company Name (ex. Arbn), or Residential if you will stay with family or friends 
  • Check in and Check out dates:  Enter start and end dates of when you will be at that location 
  • Address: Enter the address of the Hotel or Residence you will stay at 
  • Phone Number:  Enter the phone number you can be reached at in that location 
  • Confirmation Number:  It is always better to enter an actual confirmation number, however if you do not have one, you can enter 111111. 
  • Type: Select Regular 
  • Click on SAVE. This is important, otherwise your trip information will not be active and UTSA will not be able to pull it when checking for travelers in a particular region. 

Add Train 

  • Train Carrier: Select appropriate carrier 
  • Departure City and Arrival City: Enter the cities you will depart from and arrive to 
  • Confirmation number: It is always better to enter an actual confirmation number, however if you do not have one, you can enter 111111. 
  • Train number:  Enter the train number, however if you do not have one, you can enter 111111. 
  • Departure and Arrival Dates/Times: Enter departure and arrival dates/times 
  • Click on SAVE. This is important, otherwise your trip information will not be active and UTSA will not be able to pull it when checking for travelers in a particular region. 

Add Ground Transportation 

  • Name: Enter Car Rental Company Name if you will rent a car, or Driver’s name + Car Rental Company or Personal if you will be transported in a car other person has rented or owns, or Personal if you will use or be transported in a family car. 
  • Pickup and Dropoff Cities and Country(ies): Enter the city, country you will depart from and arrive to. 
  • Telephone: Enter the telephone number of the Car Rental Company, or the Driver if the car was not rented. 
  • Pickup Date/Time and Dropoff Date/Time.  Enter appropriate Dates/Times 

If you haven’t yet bought your tickets, or your lodging address is not in the city of the official activity 

Please note this is putting a general pin on the map for you.  Update your registration with actual information as soon as you have it. 

Go to the Accommodation Tab 
Name: Enter “Activity City” 
Check in and Check out dates:  Enter the start and end dates of when you plan to be at that city. 
Address: Search for the city, and click on save.  That will save the location of the city in the address field. 
Phone Number:  Leave empty. 
Confirmation Number:  Leave empty. 
Type: Select Regular 
Click on SAVE. This is important, otherwise your trip information will not be active and UTSA will not be able to pull it when checking for travelers in a particular region.