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Reimbursement for Travel Impacted by Coronavirus (COVID-19)

This information is specific to travel impacted as a result of the coronavirus (COVID-19). As the situation remains very fluid, please check back for updates. For regular reimbursement information, please visit the UCSC Travel Process page.

If your business travel has been cancelled as a result of the coronavirus, the first step, regardless of how the travel expenditure was made, is to request reimbursement directly from the airline or venue you booked your airfare, hotel, or conference registration with.

If the airline or venue will not provide a refund, please be sure to keep documentation of the travel provider’s refusal because this information will be necessary when seeking reimbursement or documenting CTE card expenditures. Depending on how you booked your travel, there are several reimbursement options available, as shown below.

If you are still planning to travel on international business and booked the travel outside of the UC Connexxus Travel Portal, or UCLA Travel, but have not yet registered the trip for travel insurance, please be sure to register immediately.

Instructions for submitting a reimbursement request through the Travel Advance Request form
If the travel provider issued a travel credit, in most cases it can be re-used for business travel within 12 months; however, if a traveler does not have any business trips planned in the next year, the credit can likely be used by another department traveler. In this type of situation, an individual should provide the credit documentation to the divisional business office and request reimbursement using the TAR form, based on the instructions below:
  • As part of your reimbursement claim, please attach (along with all required receipts) a statement from the traveler/employee (on UCSC letterhead or via email) containing the following information:
    • The travel provider will only issue a credit (not cash) as a result of the coronavirus (COVID-19) – please include any direct communication from the travel provider.
    • If subsequently the credit is used prior to expiration, it will be used for UCSC business and the traveler will not seek additional reimbursement or if used for personal travel, the individual will reimburse UCSC.
    • Approval from an individual in your division that has delegated travel policy exception authority (Dean, VC, or other authorized individual - this could be a signature, DocuSign, or approval via email). Deans or VCs should submit their own reimbursement requests to the UCSC EVC’s office for approval.
Instructions on submitting a claim form through the UC Travel Insurance Program
If the travel provider refused to issue a refund or a travel credit for international travel expenses, individuals should submit a claim through the UC Travel Insurance Program.
  • You may submit a claim for up to $2,000.
  • The claim form is available on the UCSC Risk Services website
  • You can submit a claim for airfare, hotel, cancellation fees, or conference registration up to the $2,000 limit. (If your reimbursement amount is more than $2,000, please see the section below on reimbursements above $2,000).
  • As part of your claim, please provide the following:
    • Documentation that you requested a refund and/or travel credit and denial from the service provider
    • Whether you were traveling to one of the CDC Warning – Level 3 or Level 4 - Travel Notice countries OR
    • A detailed explanation of how the business activity was actually impacted or resulted in an effective cancellation as a result of the coronavirus (COVID-19). For example, you were traveling for a symposium to a currently unaffected region and the organizer cancels the event because the key speakers from affected regions were unable to attend.
  • If expenses exceed $2,000:
    • You may submit a reimbursement request for anything that exceeds $2,000 using the TAR form
      • As part of your claim, please attach (along with all required receipts) a copy of the insurance claim with all relevant supporting documentation.
      • Approval from an individual in your division that has delegated travel policy exception authority (Dean, VC, or other authorized individual - this could be a signature, DocuSign, or approval via email). Deans or VCs should submit their own reimbursement requests to the UCSC EVC’s office for approval.
Please review the various documentation and refund scenarios listed below and contact UCSC’s Travel Help team with any questions at travelhelp@ucsc.edu.

Purchase Method Use of credits Traveler Reimbursement
I used Direct Bill ID to bill my airfare to the university. Since your airfare was billed directly to UCSC, a travel credit will automatically be issued upon cancellation of the reservation. In most cases, a credit can be used for business travel within 12 months. You don’t need to do anything further except make sure you use the credit. N/A
I booked my trip with Connexxus or UCLA Travel but I did not use Direct Bill ID (out-of-pocket expense). If the travel provider does not issue a refund, all cancelled travel booked through Connexxus or UCLA Travel will otherwise result in a 12 month travel credit, even for non-refundable fares. If you do not have any business travel plans within the next 12 months, the credit documentation should be relinquished to your divisional business office and you can submit a reimbursement request using the Travel Advance Request form and choosing the Pre-trip Reimbursement option. Review these steps to request a reimbursement.
I booked my trip without using Connexxus or UCLA Travel (out-of-pocket expense). If the travel provider does not issue a refund and instead issues a credit, it can be used any time within the next 12 months. If you do not have any business travel plans within the next 12 months, the credit documentation should be relinquished to your divisional business office and you can submit a reimbursement request using the Travel Advance Request form and choosing the Pre-trip Reimbursement option. Review these steps to request a reimbursement.
I booked my trip using a CTE card (no out-of-pocket expense). If the travel provider does not issue a refund and instead issues a credit, the credit can be used any time within the next 12 months. If you do not have any business travel plans within the next 12 months, the credit documentation should be submitted to your divisional business office. Review these steps to document the cancellation.
My international trip was cancelled and I did not receive a refund. If the travel provider refuses to issue a refund or credit, please submit a claim form through the UC Travel Insurance program (link provided above). Coverage is available up to $2,000. International travel insurance claim.
My international trip was cancelled and the total expense incurred exceeds $2,000. Follow the same protocol as shown directly above and complete a Travel Advance Request form to seek reimbursement for the expense that exceeds $2,000. Review the steps to request a reimbursement.
Note - If you incur any cancellation fees submit your cancellation fees as part of your reimbursement request.
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