Travel and Coronavirus/ COVID-19

 

Airline Cancellations

The University has provided guidance on domestic and international travel (https://www.virginia.edu/coronavirus/travel-guidance).  Please discuss any decisions regarding essential versus non-essential travel and cancellations with your manager. Travel canceled due to the University’s guidance will be available for reimbursement to the employee, from departmental funds. Follow directions below to obtain waivers and refunds from airlines and hotels, to minimize the cost to your department. For any grant-related travel, please contact your grant administrator.

If you decide to cancel your trip, first check with your travel agent or the airline to see if a waiver has been issued that would allow your ticket to be refunded. If a waiver is not issued for your destination prior to your departure date, you must cancel your ticket at least three hours before your scheduled departure to avoid being a "no-show" and retain your ticket’s value as a future travel credit.

If you booked through TravelUVA as an Online Trip, you can cancel your reservation in TravelUVA. Visit our training on changing an existing reservation in TravelUVA.  If you booked through TravelUVA using an agent, please call (844) 488-2228 to change or cancel your trip.

 

Hotel Cancellations

Most hotel reservations, including first-night deposits, can be canceled from 72 hours prior to the event up to 6 p.m. on the planned day of arrival. Pre-paid hotels and conference registrations are at the discretion of the vendor to provide refunds in case of event cancellation. If the University/ employee cancels the trip but the event is not canceled and the fees are non-refundable (pre-paid non-refundable hotels, Airbnb, etc. are against University policy), the University/ employee will be responsible for these fees. We recommend requesting refunds to see if the hotel/ conference will make exceptions. However, if the University/ employee chooses to cancel and the event is still taking place the University/ employee is held to all cancellation policies in place at the time of booking.

 

Travel Reimbursements

Normal University Policy (found here) for reimbursements for employees and nonemployees is in place. Requests for reimbursement for cancelled trips may be submitted after the planned date of travel.

 

Event or Meal Expenses

If you have an event or meal planned on grounds that needs to be canceled due to the University’s guidance and response to the Coronavirus, these expenses will be reimbursable from departmental funds.