Guidance for Travel to the United States

Travel to the US Advice - April 2025

As with all travel, faculty, staff and students are reminded to thoroughly research and prepare for travel to the United States and to register the travel in START as per the requirements to the Off-Campus Activity Safety Policy. 

The overall Global Affairs Canada security risk level for travel to the United States remains low with travelers encouraged to take similar precautions to those you would take in Canada.  However, if you are travelling in the near future you need to be aware of recent changes related to entry requirements for travel to the U.S. 

The Government of Canada updated its travel advice, cautioning Canadians and other foreign nationals visiting the U.S. for over 30 days to register their trips with the U.S. government. Global Affairs Canada also updated the entry and exit section for travel to the U.S. on March 21, 2025, noting that "failure to comply with the registration requirement could result in penalties, fines, and misdemeanour prosecution." 

The U.S. State Department also recently eliminated the gender X identifier option on U.S. passports. If you have the gender designation X on your passport, or you have changed your gender, it is recommended that you contact the U.S. Embassy in Canada prior to travel for guidance on how to proceed.

Travelers are advised to consult the U.S. Citizenship and Immigration Services (USCIS) website to determine if they need to register with USCIS and for assistance in how to register, or to reach out to the U.S. Embassy in Ottawa to discuss your travel plans prior to leaving Canada.

The Government of Canada also clarified that neither approval from the U.S. ESTA system nor a U.S. visa entitles entry in every case. The final decision on whether a person can enter the U.S. lies with the U.S. border authorities.

As a reminder, border officials have the authority to ask for, and search, your personal devices, such as phones, computers and tablets.  They do not need to provide a reason when requesting a password to open the device and if you refuse, they may seize the device and entry into the country could be delayed or denied, if you are not a U.S. citizen.  Given the potential for device searches or seizures, consider what sensitive academic or work-related data is stored on the device. If you are asked to provide a password, change the password once you receive the devise back

Group trips who are planning on traveling to the U.S. over the coming months will also need to contemplate how they will proceed if any of their members are denied entry at the border.  For example - will the entire trip be cancelled or will there be a plan to have someone drive to the border to pick up anyone who was denied entry?  These contingency plans need to be in place and communicated to participants prior to travel.

Additional Immigration FAQ’s from International SOS - May 2025

ISOS recommends all travelers ensure their travel documents are correctly completed and on their persons at all times during their travel in the USA. They also recommend travelers ensure they strictly follow the limitations outlined in their visas. Travelers should cooperate with all requests from border and immigration agents.

There have been more frequent instances of travelers who, upon arrival in the USA, undergo additional questioning. This often means one is referred to “Secondary Inspection.”  That is an adjacent area/office at the airport, where officers are supposed to refer all cases that may take additional time at the “Primary” counter.  To reduce these delays, please make sure to have proper documents for entry.  

Documentation

Documentation requirements are subject to change.  Prior to travel, it is recommended to verify the documents required as well as to verify that their stay in the USA is valid per the USA Immigration Rules and Regulations. While in the USA, travelers (as well as international passport holders and other categories that undergo temporary or permanent immigration rules) should keep the following documents depending on their applicability: 

• Passport: A valid passport from their country of citizenship is essential for travel and must be kept valid throughout their stay and not expire within 6 months.
• Visa (if applicable): If a visa is required for entry, ensure it is valid and kept safe. 
• I-94/I-95: If issued, keep this document printed (preferably in colors), which serves as proof of admission into the United States.
• Travel Itinerary: Keep copies of travel itineraries, tickets, and boarding passes for future reference. 
• Financial Documents: Consular officers may request financial documents to assess your ability to cover your expenses. 
• Proof of Insurance: A traveler should maintain health insurance coverage throughout the stay. 
• Financial Documents: Consular officers may request financial documents to assess the traveler’s ability to cover your expenses. 

Assistance Upon Detention or Refused Entry

The below are general guidelines in response to frequently asked questions from travelers based on recent experiences.

Under these circumstances, it is important to remain calm, polite and respectful in your interactions with officials. 

• Follow all official directives.
• If unable to reach that individual, International SOS may be able to facilitate contact by alerting Authorized Persons. 
• In some cases, visitors being detained may be able to withdraw their intention to enter the US and potentially return to their home country. 

Who to Contact

Plan well in advance for international travel. Proactively communicate your travel plans to your Supervisor/Department Head at Queen’s University. Keep a list of contacts with phone numbers and emails with you in case you need emergency help.

If the USA is not your Final Point of Destination

Individuals transiting through the USA are subject to the same review process by officials. Each case is unique and admittance will depend on the particular circumstances (e.g., origin,

documentation, etc). The caller should confirm with their point of contact in the U.S./Immigration Attorney/Advisor in the USA.

F-1 and H1-B VISA Holders

CBP (U.S. Customs & Border Protection) officers can ask about your immigration status when entering or leaving the country. 

F-1 and H1-B visa holders are subject to the same review and questioning by officials at ports of entry as other foreign visitors. 

F-1 (Student Visa) holders should contact their Designated School Official prior to making any travel arrangements outside the USA. Additionally, they should review their university’s international office website for any additional travel tips. 

For any further details regarding the Travel Documents you may also wish to refer to the official information from the USCIS at: Travel Documents | USCIS. Official on line information sources include: 

• https://www.uscis.gov/
• https://www.ice.gov/
• https://travel.state.gov/content/travel/en/us-visas/tourism-visit.html

International SOS will continue to closely monitor U.S. Government sites for new executive order(s) and instructions on the implementation of travel policies and we remain available to you for assistance.

Carefully Plan your Travel In Advance

Before travelling to the USA please kindly make sure your travelers are familiarized with the International SOS Pre-Trip Advisories that include critical, detailed information on:

• Medical and security risks: Learn about prevalent medical risks and current security concerns relevant to their planned destination
• Emergency numbers: Access to local phone numbers in the event they need support
• Ground transportation: Understand what is recommended for safe travel so that they are prepared upon arrival
• Cultural tips: Information on currency, standards for tipping, and local languages, and more
• Other important risk related heads-up, including those visa & entry specific