As restrictions are lifted and business travel resumes, Payables would like to remind travelers and travel arrangers of best practices when making travel arrangements:
- Check the Centers for Disease Control and Prevention website for a complete list of travel advisories.
- Use the University System’s iTravel online booking tool or a full-service agent for their industry expertise and priority assistance in case travel plans change.
- Carefully review lodging cancellation policies prior to booking.
- Due to the shortage of rental vehicles, make car rental reservations as far in advance as possible.
- Most unused airline tickets issued in 2019 and 2020 can still be used by the original traveler through 2022 without change fees, and airlines continue to extend expiration dates on unused tickets.
- Each carrier is different, so review your carrier’s guidelines or contact the travel agent who booked your ticket.
- If the original traveler cannot use a cancelled ticket purchased through the iTravel online booking tool, Corporate Travel Planners (CTP) will assist with name changes on CTP issued tickets for another traveler in your unit. There is a $200 name change fee for this service.
- Travel insurance is generally not recommended as most travel insurance policies do not cover trip cancellations due to fear of a pandemic disease. However, for a temporary period of time, unit financial officers may determine if the purchase of travel insurance will be allowed.
- Prior to purchasing travel insurance, perform a cost benefit analysis:
- Compare the cost of refundable airfares vs non-refundable airfares + travel insurance.
- If the cost differential is less than $100, consider purchasing refundable airfare due to the changing travel advisories.
- Some credit cards include trip cancellation as a standard benefit.
- Carefully review all terms and conditions prior to purchase.
- For international travel, review the travel assistance options available to system employees.
- Use of a University T-Card has numerous benefits.
- Eliminates out of pocket expenses for the traveler.
- Helps with identification of refunds due to cancelled trips.
9. Travel arrangements purchased with personal funds and reimbursed by the University should also follow the guidance above.
- Travelers are encouraged to carefully review trip insurance and consider purchasing refundable tickets.
- Reimbursed trips which have been cancelled and refunded by the carrier to the employee must be paid back to the University and deposited in the Banner CFOAPAL used for the original reimbursement.
Contact
If you have questions, please contact University Payables Customer Service at 217-333-6583, 888-872-9953, or by email to OBFSUPAY@uillinois.edu.
