Travel


Thursday, March 12, 2020 – These FAQs provide interim guidance related to travel for UW System Employees.

Changes/Cancellations

This will vary by campus, please refer to your institution’s guidelines.

For purposes of the interim guidance, essential travel is defined as supporting activities that are absolutely necessary, cannot be rescheduled, and must be done in person. Each institution has appointed institutional leadership that can approve essential and necessary travel.

Your ticket will remain on file for future use with Fox World Travel, and you can still be reimbursed for the purchase of the ticket.

Yes, as with all travel, you should discuss travel plans with your supervisor since travel is dependent upon department/institutional funding and approval.

Yes, all University tickets are non refundable (our policy does not allow the purchase of refundable tickets). Some airlines are cancelling routes (routes to China were the among the first to be cancelled) and if an airline decides to cancel a route, and not rebook you, they often will refund the ticket (that was non refundable) since the airline is no longer able to meet the obligation of the service that was purchased.

Yes, per policy, the UW System allows and reimburses for a one-night lodging deposit.

Yes, please note the coronavirus concern/reason on your expense report.

Yes, you can be reimbursed. Some airlines are providing waivers due to the Coronavirus, so once you are ready to reuse, work with a Fox agent to determine if there might be any waivers in place.

We recommend waiting. This is a very rapidly changing situation and each institution will likely be updating guidance as we better understand the longer-term impacts and how to best use the institutions unused airline tickets on file.

Yes, Fox World Travel is helping us manage our unused tickets (tickets on file for future use) and we will continue to monitor balances over the upcoming weeks.  This is a benefit to the UW System’s managed travel program.

It depends. If you booked online and cancel online, there is no additional fee. If you booked online and call an agent to cancel, there is a $10 fee.  There is no fee if you booked with an agent and call an agent to cancel.

Yes, normal Fox agency ticketing fees apply.

No, except for the travel health insurance purchased through the UWS contract with Cultural Insurance Services International (CISI), which includes some travel insurance. Most trip insurance, including insurance purchased through CISI, does not cover epidemic/pandemic situations or "cancel for any reason."

Yes, however Fox is working with our preferred airline carriers to waive fees when possible and is also tracking all of the current change fee waivers that are issued by airlines (and changing daily).

Unfortunately no, per IRS guidelines and our Accountable Plan, only University/business related travel can be paid (or reimbursed) with University funds.

Your campus’ Dean of Student office would be the best point of contact to determine if institutional funds are available.

Please work with your institution’s Dean of Students office.

The students/faculty/staff are covered according to the dates reported to us. It is still ok if they need to come home earlier or stay later due to delays in getting return flights. Impacted UW campuses just need to report that information to our Enrollments Team at enrollments@culturalinsurance.com. Preferably, the new coverage dates should be entered – with date changes highlighted – on the enrollment template. This template is available via the myCISI Client Portal, which is accessible by each campus/campus entity that already reports to us. These types of changes are currently being processed within five business days. If there are things that slipped through the cracks and need adjustment after the fact, please let us know so that we can make those updates too.