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COVID-19 update related to Campus Travel

Travel impacted as a result of the Coronavirus

This information is specific to travel impacted as a result of the coronavirus (COVID-19). As the situation remains very fluid, please check back here regularly for updates. For regular reimbursement information, please visit the reimbursement section of the travel website.

Note: For travel reimbursements related to penalties and fees as a result of COVID-19 please use project code COVD19 for campus reporting purposes.

If you are still planning to travel for business to an international destination and booked the travel outside of the UC Travel Portal, Connexxus, but have not yet registered the trip for travel insurance, please be sure to register immediately, as the UC provided travel insurance program may cover trip cancellation or interruption (up to $2,000) as a result of the coronavirus.

If your business travel has been canceled as a result of the coronavirus, the first step, regardless of how the travel was purchased, is to request reimbursement directly from the airline or vendor you booked your airfare, hotel, or conference registration with.

If they will not provide a refund, please be sure to keep documentation of the travel provider’s refusal because that may be necessary when seeking reimbursement. Depending on how you booked your travel, there are several reimbursement options available (please see table below).

Please contact the Campus Travel Management team with questions at travel@ucmerced.edu.

Instructions on submitting a claim form through the UC Travel Insurance Program

If the travel provider refused to issue a refund or a travel credit for travel to international destinations, travelers should submit their claim through the UC Travel Insurance Program.

  • You may submit a claim (for up to $2,000) through the UC Travel Insurance Program.
  • The claim form is available on the UCOP website.
  • You can submit a claim for airfare, hotel, cancellation fees, or conference registration forup to $2,000. Once a claim is submitted, a determination will be made by theUC Insurance Carrier, Chubb, regarding what is covered. (If the amount you need to bereimbursed for is above $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 fromthe service provider.
    • Whether you were traveling to one of the CDC Warning - Level 3 - Travel Noticecountries OR
    • A detailed explanation of how the business activity was actually impacted orresulted in an effective cancellation as a result of the coronavirus (COVID-19). For example, you were traveling for a symposium to a currently unaffectedregion and the organizer cancels the event because the key speakers from affectedregions were unable to attend.
  • If expenses exceed $2,000
    • You may submit a reimbursement request for anything that exceeded $2,000 using Express
      • 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 cognizant Dean or VC required on the statement. (This could be a signature, docusign, or approval via email). Deans or VC should submit their own reimbursement requests to EVCP office for approval.

To submit the claim form

  • To submit a claim, fill out the claim form on the UCOP website.
  • When you booked your travel with Connexxus or when you signed up for travel insurance, you should have received an email which links to an insurance card. Below is an example of the Travel Insurance Card:

  • When you are completing the claim form, you’ll need to provide the policy number listed on your travel insurance card - which is listed under “University of California” on the top.

NOTE: The policy number and group ID for students is different that 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 you were traveling alone, it is your name.
  • The date the incident occurred can be N/A.
  • Below is an example of a completed form:

Domestic Travel

Purchase Method Use of Credits Traveler Reimbursement
I used a PTA to direct bill my airfare to the university Since your airfare was billed directly to the university a travel credit will automatically be issued upon cancellation of the reservation. In most cases, a credit can be used for travel within 12 months. You don’t need to do anything further except make sure you use the
credit.
If you need instructions on how to use a credit through Connexxus, you can find a recorded webinar from the UCOP Central Travel Office by logging into Connexxus and going to their video tutorial library. There, you will find the video titled "HANDLING AIRLINE CREDITS" (You can fast forward to the 18:20 mark of the video, where they begin discussing how to actually use a credit		 N/A
I booked my trip with Connexxus but did not use a PTA (personal funds or T&E Card) If the travel provider does not issue a refund, all cancelled travel booked through Connexxus will otherwise result in a travel credit, even for non-
refundable fares. If you do not have any other travel needs within the next 12 months in which the credit can be used, please contact Campus Travel Management for further guidance.		 N/A
I booked my trip without using Connexxus If the travel provider does issue a credit but you do not have any other travel needs within the next 12 months in which the credit can be used, please contact Campus Travel Management for further guidance. Updated Section
If the travel provider refuses to issue a credit for travel to a domestic destination, it is not covered by the UC Travel Insurance Program so you can request reimbursement by submitting a reimbursement request using Express.		  
I booked my trip without using Connexxuss and I didn’t register for university travel insurance. If the travel provider refuses to issue a credit you may submit a reimbursement request using Express.  
Cancellation Fees: If you have any cancellation fees related to domestic travel, submit your cancellation fees as part of your reimbursement request.

 

International Travel

Purchase Method Use of Credits Traveler Reimbursement
I used a PTA to direct bill my airfare to the university Since your airfare was billed directly to the university a travel credit will automatically be issued upon cancellation of the reservation. In most cases, a credit can be used for travel within 12 months. You don’t need to do anything further except make sure you use the
credit.
If you need instructions on how to use a credit through Connexxus, you can find a recorded webinar from the UCOP Central Travel Office by logging into Connexxus and going to their video tutorial library. There, you will find the video titled "HANDLING AIRLINE CREDITS" (You can fast forward to the 18:20 mark of the video, where they begin discussing how to actually use a credit to book another ticket).		 N/A
I booked my trip with Connexxus but did not use a PTA (personal funds or T&E Card) If the travel provider does not issue a refund, all cancelled travel booked through Connexxus will otherwise result in a travel credit, even for non-
refundable fares. If you do not have any other travel needs within the next 12 months in you may submit a claim for reimbursement up to $2,000
N/A New Section
through the UC Travel Insurance Program. Please note the claim will not be processed until the credit expires.		 N/A
I booked my trip without using Connexxus If the travel provider does issue a credit but you do not have any other travel needs within the next 12 months in which the credit can be used, you may submit a claim for reimbursement up to $2,00 through the UC Travel Insurance Program. Please note the claim will not be processed until the credit expires.  
Cancellation Fees: If you have any cancellation fees related to travel to an international destination and if the travel was booked through Connexxus or you have registered for insurance, submit the cancellation fee as part of your insurance claim.