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:
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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.
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.