Guidance for Travel Reimbursements Related to COVID-19

Guidance for Travel Reimbursements

Faculty and staff might have already made travel arrangements and incurred expenses for upcoming travel that may have been cancelled due to concerns related to COVID-19. UB follows SUNY policies for cases when reimbursement is possible. 

Governor's Memorandum Regarding Travel Precautions

Issued March 7, 2020, this memorandum is a directive for employees of all State agencies and public authorities to utilize precautions while traveling.

Policy Guidance

Last Updated April 16, 2020

UB follows State and Research Foundation policies regarding travel reimbursement.

Unit Responsibility

  • Assess all planned travel related to university business
  • Track and provide proper documentation for traveler reimbursement if university business travel has been cancelled
  • Track all reimbursed flights to ensure staff use the credit(s) from any unused tickets for UB business travel within a year of the original booking date
  • Recover university funds in the event that an individual has been reimbursed and the credit is later used for personal use
    • In Concur, select the Report Type for expense reimbursements called COVID-19 Cancellation
    • When reimbursing non-employees (students, guests), write "COVID-19 Cancellation" in the comment field on the Non-Employee Travel Voucher (State/RF) or Non-Employee Personal Reimbursement Request
  • Obtain and provide necessary unit approvals and reimbursement request documentation

Commonly Asked Questions

Check back often, as we will add commonly asked questions about travel reimbursements related to COVID-19 concerns. 

Last update: March 6, 2020

Contact for Questions

For Questions Related to Business Travel