COVID-19 Updates Related to University Travel

Department of Public Safety – COVID-19 Central

Coronavirus Airfare Cancellation Request Form – For airfare booked with onsite agents or in the Concur booking tool only.

Travelers who booked airfare outside of recommended booking methods – tickets will need to be cancelled directly with the booking entity.

Use the ASK US form if you have additional COVID-19 questions about cancelling your business trip.


Need to cancel airfare for an upcoming trip due to University Travel Restrictions?

Airfare purchased through our onsite agency or through Concur booking tool: Use this form to request cancellation

1. Airfare policies will vary by airline, date booked, and destination;

  • Departments should receive specific information about any possible ticket credits within 72 hours of form submission
  • Trips leaving within 48 hours will be processed with a higher priority

2. Airfare purchased outside of our onsite agency

  • Tickets will need to be cancelled directly with the booking entity
  • Travelers will retain any airfare credits toward a future trip
  • If the credit is used for a future University business trip, the traveler will be reimbursed after completion of the business trip per usual processes

3. Conference Registration

  • We are finding that if the conference cancels the event – registration is usually refunded to the original form of payment used to pay for the fee.
  • If the conference does not cancel, and we do not attend the conference – registration may be partially refunded or credited toward a future event.
    • Decisions are to be made within the departments regarding which is more appropriate
  • Efforts should be made to recover conference fees whenever possible

4. Prepaid Hotel

  • All efforts should be made to recover prepaid hotel expenses when the trip has been cancelled

5. Cash Advances

  • Unused cash advances should be returned to the University via a departmental deposit.  Departments should work with the Travel Department to account for the cash advance prior to the submission of any expense report.