COVID-19 Travel Reimbursement

Email documentation is best. If this is not available, detailed notes documenting the phone conversation with the airline will be accepted.

1. The traveler must contact the airline in an attempt to get reimbursed for the ticket.
2. If reimbursement is not an option and the traveler will be traveling on official college business at a later date, get a future credit if possible.
3. If reimbursement or credit for future business travel is not available or practical, complete a travel voucher for reimbursement with COVID-19 noted in the account code section. Include all documentation showing your good faith effort trying to obtain the refund.   This should include an email from the airline and a print screen of the refund policy showing it is not refundable. If an email is not available, then provide detailed notes of the phone conversation.

1. The traveler must contact the lodging establishment in an attempt to get reimbursed.
2. If reimbursement is not an option and the event has been postponed for the same venue, get a credit for a future date, if possible.
3. If reimbursement or credit for postponed venue use is not available or practical, complete a travel voucher for reimbursement with COVID-19 noted in the account code section and include all documentation showing good faith effort. An email from the lodging establishment with a copy of the refund policy showing it is not refundable is acceptable for supporting documentation. If it is not available, then provide detailed notes of the phone conversation.

1. The traveler must contact responsible host in an attempt to get reimbursed for registration fees.
2. If reimbursement is not an option and the event has been postponed, get a credit for a future registration date, if feasible.
3. If reimbursement or credit for postponed event registration is not available or practical, complete a travel voucher for reimbursement with COVID-19 noted in the account code section and include all documentation showing good faith effort. An email from the host is acceptable or provide detailed notes of the phone conversation.

When reconciling travel advances, deduct unreimbursed expenses from reimbursed expenses and note the balance on the travel voucher. If the difference is owed to the traveler, a reimbursement will be processed. If the difference is owed back to campus, attach a check or money order to the voucher payable to SUNY Cortland.