Personal domestic and international travel is strongly discouraged during this unique time in an effort to best protect you and those around you.
Campus-to-campus travel by personal or university vehicle is exempt from this cancellation for the following employees: first responders, healthcare professionals, supply chain personnel, critical infrastructure support personnel, and approved researchers and instructors.
As a supervisor, can I cancel my employee’s travel?
Yes, if you decide it is in the university’s and traveler’s best interest you can revoke permission for your employees to travel. Please include email@example.com on any revocation of travel and we will monitor for any attempt at reimbursement for the traveler.
If I have a conference that is canceled because of the coronavirus, what should I do?
If your conference is canceled, follow the refund procedures that the conference communicates to you. For airfare, each airline is unique in their offerings. If travel was booked through Concur, we recommend you contact UCF’s dedicated Concur staff at 855-967-2818. If you booked airfare directly through an airline, or other travel booking agent, please contact them to assess your options.
If travel was paid for on a PCard, should I close the purchase order before I receive the refund?
No, the purchase order should remain open until the refund is received. You will need to link the PO number to the refund on the PCard.
Will UCF cover my travel if I cancel due to concerns over the coronavirus, even if the conference is not canceled?
The traveler should first seek a refund for any expenses already paid (e.g. conference registration, airfare, etc.). The university will reimburse amounts not refunded by vendors. A travel RV with all receipts must be submitted along with a statement of why the travel was canceled and that the traveler sought, but did not receive a refund for the expenses for which they are requesting reimbursement. If the travel is being paid for with Contracts and Grants funds, please reach out to C&G to ensure that the expenses can still be paid with C&G funds.
Will I be reimbursed for airfare if the airline provides a voucher/credit for future travel?
Yes. The voucher/credit for future travel must be used for UCF business purposes and supervisor approval must be documented prior to the purchase of any airfare. If the department decides to utilize the voucher for a different traveler, UCF will pay for the change in traveler’s name fee.
If all of my classes are now online, am I free to travel?
COVID-19 has been declared as a global pandemic by the World Health Organization, and global travel is restricted. Personal domestic and international travel by all students and employees is strongly discouraged during this unique time in an effort to best protect you and those around you.
Based on guidance from state and federal officials, domestic and international travel for university business remains banned until further notice. The exception is employee travel between UCF campuses, which remains permitted.