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COVID-19: News and campus updates | University policies and resources

Canceled Travel Guidelines

  • Airfare
    • Please contact the airline directly to request a refund. If the airline issues credits or travel vouchers as opposed to a full refund, it is preferred that the traveler reimburse UNC the cost of airfare and keep the credit/voucher for personal use.
    • Travelers unable to cover the cost of reimbursement or who used a personal card to book their flight(s) should reach out to their Dean/AVP for guidance on reimbursement.

  • Registration
    • In the event the conference is canceled, please contact the organizers directly to request a refund.
    • If the conference issues credits as opposed to a full refund, please notify your department head so they may also be aware of the existing credit.
    • Travelers who used a personal card for registration should reach out to their Dean/AVP for guidance on reimbursement.

  • Lodging
    • Please contact the hotel directly to cancel your reservation or to request a refund.
    • Travel booked through an online booking site such as Travelocity or Expedia, please reach out to the website to also cancel travel as in some cases you may still be charged even having canceled with the hotel directly.
    • Travelers who used a personal card to pre-pay lodging should reach out to their Dean/AVP for guidance on reimbursement.

  • Ground Transportation/Parking
    • For pre-paid expenses, please contact the company directly to request a refund. If the company issues credits or travel vouchers as opposed to a full refund, it is preferred that the traveler reimburse UNC the cost of transportation/parking and keep the credit/voucher for personal use.
    • Travelers unable to cover the cost of reimbursement or who used a personal card to book their transportation/parking should reach out to their Dean/AVP for guidance on reimbursement.

  • Per Diem
    • Per Diem that has already been paid out to the traveler will need to be reimbursed to UNC.

  • Reimbursing UNC
    • To complete a reimbursement to UNC a Deposit Transmittal Form will need to be completed and submitted to the Bursar’s Office on the second floor of the Campus Commons along with cash or a personal check for the amount of the reimbursement.
    • Travelers are advised to work with their departments to complete the form as they will need the FOAP their PCard charges were reallocated to.

  • Travel Reimbursements
    • All travel reimbursement forms received for canceled travel must include a current signature from the Dean/Associate Dean/AVP. Reimbursements submitted without this signature will be returned.