If any travel-related items have been booked/paid, contact the vendor (airline, some are even refunding previously designated non-refundable tickets; hotel or hotel/lodging-booking source; conference registration; shuttle; etc.) as soon as possible to cancel the services. Each vendor policy is different in their response to COVID-19. In some cases, vendors are waiving cancellation penalties or they may give a “credit” or “voucher” (minus any cancellation penalty) which can be used in the future.
- NOTE #1: If a UMW payment source (SPCC; UMW Finance Card; or UMW check, wire, or electronic payment to a vendor) was used—OR if UMW reimburses for the expense—AND the vendor issues credit for future use, the credit must be used for UMW business travel; you are not allowed to use the credit for personal travel. If you use any portion of the unused ticket or vendor credit for personal travel, state policy requires you to reimburse UMW for the cost.
- NOTE #2: Policy does not allow for travel insurance and most insurance policies will not provide coverage for this event.
Make every effort to get a refund and document circumstances in detail to demonstrate your efforts to get a refund. For example, document the date, the name of the person you spoke to, and the result of the conversation, including details of when the refund/credit/voucher should come through. It is important that you keep all correspondence with instructions, waivers and refund information from the vendor to ensure a smooth transition with finalizing the fiscal portion of the transaction. Vendor documentation and correspondence is required.
- For SPCC (department card) or UMW Finance Card payments/bookings
Work with the SPCC Cardholder or the UMW Finance Cardholder to document circumstances and outcomes
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- If refunds or credits are not granted, the original funding source will carry the expense
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- For Direct Payments made through Accounts Payable (check or electronic payment)
Contact the vendor directly
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- The vendor should submit reimbursement to UMW
- The payment stub on the vendor’s payment to UMW should include your name or department name
- The refund should be deposited into the FOAP that was originally used (office managers should be able to assist)
- Physical checks will be deposited at the cashier’s office in Lee Hall and you will need to tell the cashier the FOAP to deposit
- Notify payables@umw.edu of details and outcome
- For Payments made by Personal Cards/Funds
Contact the vendor directly and try to get a refund directly to you
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- If the vendor refuses to refund AND if a Travel Pre-Approval was in a fully-approved status at the time of purchase, submit reimbursement through Chrome River, as usual, and use the Comments section to clearly document details regarding attempts to get a refund. Upload any written documentation as an attachment to the specific line item on the Expense Report.
NOTE: Chrome River is programmed to not allow submission until AFTER the travel has happened. Therefore, do the following:
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- On the Expense Report header page, use “yesterday’s” date as the start date and “today’s” date as the end date
- Use the Comments section to document the intended dates of travel and mention Due to COVID-19, the trip was cancelled. You will need to document on EACH line item entered the details of the correspondence between you and the vendor to document that you tried to get a refund and the end result.
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Reimbursement will be considered for official business trips ONLY (and not any personal travel associated with the business travel)
- For LOCAL HOTEL BOOKINGS FOR GUESTS
Contact the hotel IMMEDIATELY
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- Notify payables@umw.edu and include the following:
- Name of hotel
- Name of guest
- Date(s) of stay
- Name of person at hotel with whom you spoke and the date of conversation
- Notify payables@umw.edu and include the following: