Travel reimbursement policy update regarding coronavirus

Effective immediately, employees booking travel on behalf of the university will be allowed to purchase refundable tickets, trip insurance or other similar expenses because of the uncertainty of the impact of the coronavirus internationally and in the United States.

For trips that have already been booked, travelers can research and consider purchasing travel insurance at this time. Out-of-pocket costs already incurred for cancelled trips due to concern and uncertainty around the coronavirus are allowable for reimbursement. In the event an airline or hotel issues a credit, the credit must be applied to a future university business trip. The employee and their respective department will be responsible for monitoring the usage of such credits subject to audit.

For any purchases of travel insurance, it is recommended to assess the reasonableness of the cost of the insurance relative to the cost of the ticket. Travelers should also carefully review the terms and conditions of the insurance to ensure it will cover the expense of the cancellation for epidemic and pandemic disease reasons. To cover a cancellation due to an epidemic or pandemic, travelers may have to purchase a “cancel for any reason policy” which will be more expensive than the standard plan. Review insurance policies carefully and exercise professional judgement prior to purchasing.

Note that these are temporary exceptions to Auburn University's travel policies and will be rescinded when appropriate. Any further adjustments to normal travel policies and procedures will be communicated.