4/29/2020 Travel Guidance Update
On 4/29/2020, the Chancellor’s Office issued a communication extending the suspension of all international and non-essential domestic travel from May 31, 2020, to July 31, 2020. As a result, this document updates the travel guidance issued from the Office of the President dated 3/9/2020 and modifies the suspension of all international and non-essential domestic travel to July 31, 2020, due to the COVID-19 pandemic. Please continue to refrain from obligating and/or booking travel beyond 7/31/2020 as the travel ban may continue to be extended. The President may grant rare exceptions to the travel ban. Please contact your appropriate Dean or Vice President and utilize the COVID-19 Approved Travel Form if an exception is needed.
The President’s Office made an announcement on March 9, 2020 regarding Stanislaus State Travel:
“Effective immediately, all CSU campuses and auxiliaries will suspend University-related international and non-essential domestic travel until further notice.”
In light of this announcement, we would like to help clarify what this travel suspension means for our campus community.
- Essential Travel: In the rare instance travel could be deemed essential, please submit a detailed written justification to your appropriate dean or vice president if an exception is needed. Each request will be reviewed with a focus on employee and community safety. The goal of this travel restriction is to minimize the spread of the virus.
- If travel is approved, submit your travel request through Concur with proof of vice president approval attached.
- Unless approved as essential, individuals should not submit requests for future travel dates at this time.
- Individuals should review any pending or previously approved travel requests related to future travel. If no claims for reimbursement will be made, please inactivate/close the request in Concur immediately. If expenses have been incurred for future travel and you need to submit a claim, see reimbursement guidelines below.
- Future travel restrictions will be determined as the COVID-19 situation evolves.
Expenses Incurred by Employee
- The travel reimbursement process via Concur will be used to claim costs incurred for cancelled travel.
- Travelers should make every effort to claim a refund from the travel vendor. Many airlines, hotels and car rental companies are refunding or crediting individuals who personally prepaid these transactions.
- Refund requests that were denied by the travel vendor are eligible for reimbursement. These reimbursement requests will require supporting documentation showing the request for refund was denied. Please submit a travel reimbursement claim via Concur.
- Travelers should collect, maintain and attach documentation about the refund/credit request and outcome to their Concur reimbursement request.
- Please add a comment in your claim to note that this cost is related to COVID-19. This will allow the campus to capture and track costs associated with COVID-19.
- Refunds granted in the form of a voucher for later use will be treated as a travel advance. The traveler may immediately submit a travel reimbursement claim for the expense.
- Please use the voucher/credit for University-related business travel before it expires.
Expenses Incurred by the Department (typically on a Travel PCard)
- Travelers/departments should make every effort to claim a refund. Many airlines, hotels and car rental companies are refunding or crediting individuals who personally prepaid these transactions.
- Travel PCard holders should collect and maintain documentation about the refund/credit request and outcome.
- During the Travel PCard reconciliation process, please attach any supporting documentation and code all COVID-19 related travel expenses with class code COV19. Credits on PCard statements from travel partners should be coded the same way.
- Refunds granted in the form of a voucher for later use will be treated as a travel advance.
- The traveler may immediately submit a travel reimbursement claim for the expense.
- Please use the voucher/credit for university-related business travel before it expires.
- Refunds granted in the form of a voucher for later use should be tracked by the department and used at the earliest opportunity.
Departments should review prior PCard statements for costs incurred in previous months for COVID-19 cancelled travel and request an expenditure transfer to add class code COV19 to the transaction. This will allow the campus to capture and track costs associated with COVID-19.
Please reach out to Angelina Caetano (Travel Coordinator) x3910 or Jennifer Coelho x3439 if you have any questions about this process.