Overview
On March 9, the UCSF Budget and Resource Management department-issued guidance for handling financial implications of COVID-19. Included in that document are instructions on how to process expense reimbursements due to trip cancellations related to the virus. Supply Chain Management has posted those instructions below as well as contact information for travel emergency assistance.
How to Process Expense Reimbursements Due to Trip Cancellation Related to COVID-19
For any MyExpense Reimbursement Requests related to trip cancellation due to COVID-19, enter the following information:
- Business Purpose: COVID-19 Trip Cancellation
- Chartstrings: Department Chartstrings and COVID-19 Project ID ‘2014758’
I. Regardless of how the travel was booked, first obtain a refund or credit.
Air and Hotel – Request a refund directly from Connexxus travel agencies (e.g., BCD, UC Travel Center) or the travel provider outside of Connexxus.
If the flight was purchased through Connexxus, contact the travel agency below to determine if a credit voucher can be issued for future use. Most credit vouchers have a valid period of 12 months. Name change fees may apply.
- If the credit is not used within a specified number of days/time, the credit voucher is void.
- If there is any cancellation fee associated with canceled travel, submit a reimbursement through MyExpense.
- If a refund or credit voucher cannot be obtained, departments should incur the cost of canceled business travel. Departments may require documentation of the denial from the travel provider.
Conference Registration – Request a refund from the conference event organizer. Paid Registration Fees are being handled as follows:
PAID BY | REFUNDED | NOT REFUNDED |
---|---|---|
Department procurement card | Card credited back for the amount being refunded | Department incurs cost. Since this is not an extraordinary cost, it should not be recorded to Project 2014758 |
Traveler’s Personal Credit Card | If already reimbursed through MyExpense, traveler should write a check to the UC Regents. Traveler’s department will deposit the check. | If traveler has not been reimbursed, submit MyExpense with documentation from the travel provider showing denial of refund. This will not require exceptional approval. |
II. If the travel provider (e.g., air, hotel, conference registration) refused to issue a refund or travel credit, the traveler should submit a claim through the UC Travel Insurance Program which may reimburse up to $2,000. The UC Travel Insurance Program will only cover international travel.
- The traveler may submit a claim (for up to $2,000) through the UC Travel Insurance Program. See detailed step-by-step guide below.
- The claim form is available on the UCOP website.
- As part of the claim, travelers should provide the following:
- Documentation that the traveler requested a refund and/or travel credit and denial from the service provider
- Whether planned travel was to one of the CDC Warning – Level 2, 3 or 4 - Travel Notice countries OR
- A detailed explanation how the business activity was actually affected, or resulted in an effective cancellation as a result of the coronavirus (COVID-19). For example, an employee was traveling for a symposium to a currently unaffected region, but the organizer canceled the event because key speakers from affected regions were unable to attend.
III. Submit a business travel expense reimbursement request through MyExpense if
a) the claim requirement for the UC Travel Insurance Program is not met, or
b) the amount exceeded $2000, submit a reimbursement request through MyExpense.
- Required reimbursement guidelines and receipt requirements Business Travel Reimbursement: Made Easy
- A copy of the insurance claim with all relevant supporting documentation if UC Travel Insurance Claim is denied
Step-by-Step Claim Submission for International Travel Cancellation
- To submit a claim, complete the claim form (link is external) on the UCOP website.
- When booking travel with Connexxus or when signing up for travel insurance, the traveler should have received an email which links to an insurance card. Below is an example of the Travel Insurance Card:
- When completing the claim form, provide the policy number listed on the travel insurance card, listed under “University of California” on the top.
- NOTE: The policy number and group ID for students is different than that of faculty/staff. Please be sure to use the correct policy number and group ID.
- The policy holder is the traveler.
- The program name is the title of the event you were traveling for (ex. Study Abroad 2020 or International Research Conference, etc.).
- The group leader is the name of the person running the program, or if an employee was traveling alone, it is the name of the traveler.
- The date the incident occurred can be N/A
For more information on insurance coverage for domestic and international travel, please see visit Risk Management & Insurance Service’s Business Travel Insurance webpage.
Travel Emergency Contacts
Connexxus Travel Agency Emergency Contacts
If you have urgent issues on travel reservations booked through Connexxus, please contact the agency directly.
- Balboa Travel – Direct 1(858) 678-3752; Emergency After Hours 1(800) 359-8773 or 1(858) 678-3779 collect for international callers
- BCD Travel – Direct 1(877) 885-8632, Prompt 3; International callers 1(818) 238-4445
- Short’s Travel – Direct and International callers 1(877) 277-5754
- UCLA Travel – Direct and International callers 1(310) 206-2639, Prompt 2
Emergency Assistance
If your trip was registered with UC’s Travel Insurance Program, you received an email from [email protected] with emergency contact information.
For assistance with medical referral, evacuation, repatriation, or other emergency services unrelated to specific travel reservations, call:
- (866) 451-7606 (in USA)
- (202) 828-5896 (outside USA collect call)
Refer to the insurance card in the email for the plan number and policy number.
The U.S. Department of State website has information to assist with crisis situations, lost/stolen passports, financial needs, victims of crime and medical emergencies.
Note: The contact information above is not for travelers who need to make changes to their travel reservations, even in an emergency, unless actual extraction is needed.
Contact Supply Chain Management
For more information on Supply Chain Management, please call (415) 476-5761. We are located at 1855 Folsom Street, Suite 304
San Francisco, CA 94143.