Additional Procedures: For expenses related to COVID-19 Cancelled Business Trips

Travel restrictions put in place in early March, 2020 have affected many plans for University travel that was scheduled between March 1, 2020 and April 30, 2020.

Departments should work with travelers to make every effort to cancel reservations and collect refunds for expenses related to cancelled trips. If, after all efforts are made to obtain refunds, departments wish to reimburse their business travelers for out-of-pocket expenses, they may do so. Please follow these guidelines:

  1. Airfare needs to be cancelled with the entity with whom it was originally booked.
  2. If airfare was booked with our on-site agents – either using the Concur application or by other means, use this form to cancel airfare booked by our on-site agents.
  3. Hotel reservations will need to be cancelled with the original entity with whom it was originally booked.
  4. Registration fees: Make every effort to have these costs refunded to the original form of payment.
  5. This form will be required with any reimbursement requests for travel dates affected by the ban – to better describe the status of refunds or credits.
  6. NOTE: if airfare was booked using the on-site agents, credits held in travelers’ names will be tracked by our contracted agency, and applied to the next business trip.
  7. NOTE: if airfare was purchased outside the on-site agents, it is the responsibility of the department reimbursing the traveler to track any remaining credit in the traveler’s name, and any credit should be used for a future business trip.

If you have already submitted a reimbursement request and have sent it to our office, please initiate the form (same as above) describing efforts to obtain refunds, and forward to travel_questions@utah.edu using the Trip ID or Travel number in the subject line. We are working through these reimbursements as quickly as possible.

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Working Remotely? How to Submit Travel Reimbursements

If you are using Concur, good news! Your reimbursement request is completely electronic – just follow normal procedures for submission and approvals.

For our Legacy users: we are receiving a high volume of questions and calls about how to process paper-based Legacy Reimbursements with skeletal staffing across campus, and so many people working remotely.

The legacy system traditionally requires original receipts, wet signatures and the request form physically submitted to our office for review. We have made arrangements to handle things differently during the COVID-19 restrictions.

Please follow these steps when preparing a legacy reimbursement for electronic submission until the COVID-19 restrictions are lifted:

  1. Prepare the final reimbursement form with the original receipts attached.
  2. Scan the package and email the packet to all approvers who are working remotely.
  3. All approvers will need to review the attachment for accuracy, appropriateness and availability of funding source and codes, business purpose, legitimacy and appropriateness of expenses, etc.
  4. Approvers should reply with an email stating that they have reviewed and approve the final reimbursement for [travel number]. Approvers are also allowed to sign the form prior to scanning if they are available.
  5. The travel planner should then add any email approvals to the packet, and use the signature lines to refer to the appropriate email approval.
  6. Deliver the packet to University Travel & Reimbursement department using this form.

Please be sure to use this ASK US form for any travel related questions or concerns during COVID-19 restrictions.

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CISI Refunds

Cancellations of international insurance enrollment (CISI) are simple to initiate and process, and all cancellations will result in refunds back to the original payment method used for the enrollment purchase

Options to provide to your travelers inquiring about enrollment cancellations:

1. If you are interested in cancelling CISI enrollment respective to updated/cancelled University travel plans to international locations in response to the University COVID-19 campus-wide travel suspensions, this can be done simply by contacting CISI via email (enrollments@culturalinsurance.com) with your request.  Please attach a copy of the invoice you received (or invoice number) speedier processing.  (Refunds for enrollment fees will be returned to the payment method originally used)

2. If you are managing group travel for the University, and/or have any additional questions or issues – please email globalriskmanager@utah.edu with ATTN: Employee Insurance Enrollment Inquiry in the Subject Line

Department of Public Safety – COVID-19 Central

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