Coronavirus FAQ: Expense Reimbursements and Future Travel

Answers to COVID-19 questions commonly asked by students, instructors, and staff regarding cancelled University travel, refunds and reimbursement of travel expenses, and future travel.

Please contact the Office of the Provost for more information. Search committees are encouraged to utilize the campus Zoom videoconferencing technology or other telepresence facilities for job interviews.

First, if you have the opportunity to collect a full or partial refund, we encourage you to accept it. That will be the fastest way to start recovering your (and the university’s) money.

In the next few weeks, we will meet with each of the study abroad instructors and students to collect information about your trip and begin documenting the reimbursements that need to be made.

To prepare for the meeting, please collect all of the documentation you have related to the trip. This includes (but is not limited to)

  • Receipts for payment
  • Documentation of full or partial refunds, if any
  • Communication from travel providers
  • Contracts for services
  • Encumbered expenses (i.e. contracted but not yet paid)
  • Source(s) of funding
    • Student examples: scholarships, financial aid
    • Faculty/Staff examples: grants, foundation monies, university funds
  • Any other documentation you believe is relevant

This situation is new to all of us so it is difficult to estimate how long reimbursements will take to process, but please know that we have every intention of making things right.

Please keep records of all of your expenses and whether you were able to receive a refund or not.

In addition to the already-suspended school and business-sanctioned international travel, Minnesota State System has now suspended school and business-sanctioned out-of-state domestic travel, effective Monday, March 16.

Please do not make new travel arrangements at this time. If you have non-refundable travel expenses for a canceled trip, please contact your supervisor.

Additionally, we highly recommend any travel plans for the weekend of March 13-15 be re-evaluated for your own safety and well-being of others.

Personal travel is not affected by these decisions.

We will move that award to next year and the travel can take place then.