Guidelines for navigating the cancellation of travel or campus events due to Coronavirus (COVID-19).
Reimbursements associated with travel that has been cancelled due to extenuating circumstances that are out of the traveler’s control are generally allowable.
- Every attempt by the traveler and/or business office should be made to retrieve monies pre-expensed for a travel event.
- Monies refunded directly to the traveler, such as conference registration fees, lodging/transportation costs, airfare, or travel advances, should be refunded to the business office and deposited into the original account, cross-referencing the original payment/reimbursement for a clear audit trail.
- Refer to 14.17 Cancellations and Corrections for additional guidance.
Refundable tickets may be considered on a case-by-case basis with a business justification, i.e., to meet institutional research requirements.
- Flight insurance is not reimbursable specific to personal time, personal claims, or lost luggage. If a traveler purchases insurance, the reimbursement must be supported by a business justification and a written note of exception to University policy.
- Until further guidance specific to Coronavirus and travel is published by sponsored agencies, University Travel guidelines should be followed.
- Travelers should conduct detailed research on the area they are travelling to and utilize available resources when making travel decisions.
- Register all international travel through University of Arizona Global Travel Registry prior to departure.
- Travel by University faculty or staff to areas with CDC Warning Level 3 that has been deemed essential by the Department/Dean must be reviewed by the International Oversight Committee (TSOC) and approved by the Office of the Provost prior to departure.
- Travelers and business units should verify cancellation policies with airlines and take appropriate action.
- Questions regarding PCard credits/refunds should be directed to the PCard Administration office PCard@fso.arizona.edu or 520-626-9091.
- Departments considering cancellation of an event should contact Financial Services Purchasing firstname.lastname@example.org to minimize any potential financial impact. Depending on the agreement with the venue, a department may incur penalties or costs associated with the planning of the event.