March 27, 2020 | 11:54 am
Faculty of Education – Travel Cancellation Guidelines Related to COVID -19
This memo is to provide reimbursement guidelines on travel cancellations related to COVID-19 paid from “G” operating fund (including Faculty PD funds). An email was sent out on March 12, 2020 to the Faculty stating “reimbursement will only be provided for trips that were booked up to the time of this email communiqué; if you book a trip now, the Faculty will not be able to reimburse you should your travel be cancelled. If you decide to travel in spite of our recommendation, please be aware that your insurance will likely not provide coverage.” Faculty members are asked to not submit any travel preapproval or booking requests until after the end of April 2020. Further information will be provided closer to that date.
This guidelines provides clarification on travel booked prior to March 12, 2020 of which the expense has already been reimbursed by UBC and has been cancelled due to COVID -19… read more
- Cancellation Fees: If the travel expenses had been approved, the Faculty will use the original funding source to reimburse the traveler for all out of pocket expenses including any cancellation fees (e.g., airlines, accommodation, non refundable registration fees, etc.).
- Airline or other refunds in credit: If the traveller received a credit after the expenses were reimbursed, the traveller must use the credit for future UBC business related travel. If you have received a travel credit, please follow up with Nancy Yang, Finance Coordinator at email@example.com
- Partial refund (travel reimbursed by UBC/paid by UBC Visa Card): If the travel was paid by the traveler/UBC Visa card and a cash refund was issued, a cheque must be written back out to “The University of British Columbia” for the amount of the refund. If you received a refund, please follow up with Ayaz Mahmood, Senior Finance Manager, at firstname.lastname@example.org. If you have already followed up with your Department Admin Manager, they will forward the information and cheque to Ayaz.
- Partial refund (travel not reimbursed by UBC): If the travel was not reimbursed or paid by UBC, no action is required.
Travel on research “R” funds: The three federal granting agencies are aware that the rapidly changing situation involving COVID-19 may have an impact on researchers with plans to travel for meetings or other research-related activities. Individuals may decide to cancel trips as a result of various considerations and factors such as cancelled conferences, travel advisories (including those from Health Canada and Global Affairs Canada), or personal choice due to health or other concerns. The agencies confirm that the reimbursement of non-refundable travel fees from agency funds is acceptable considering the impacts of COVID-19. This applies to the travel of both principal investigators and research personnel, when cancellation occurs as described above. Please note, reimbursement of non-refundable travel fees will be drawn from the researcher’s existing Tri-Agency funded research account. https://research.ubc.ca/research-faqs-relating-covid-19
This email is an attempt to provide clarification on most of the travel scenarios. Please feel free to contact Clara Ng or your Administrative Managers if you have any further questions. It would be most appreciated if you could please use subject line “COVID -19 Trip Cancellation (Last, First name)”.
Assistant Dean, Finance