Hotel, plane ticket or other costs the university pre-paid in support of the business trip need to be reimbursed by the employee prior to travel. The request for travel in ProTrav needs to be updated to state the trip was canceled and the university is not responsible for any costs.
Prior to travel, the employee would:
- Cancel or change all reservations (that can be changed) from the university’s name to their personal name (credit card reservations, etc.).
- Reimburse the university for any funds already expended.
- Follow normal departmental procedures for approval of personal time and use of leave accruals.
- Sign a waiver/release for themselves and any family members accompanying them stating: 1) all travel is personal and not business; 2) no business activity will be conducted; 3) no university travel insurance will apply; and 4) release and indemnify the university from any and all claims.
Employees returning from a country subject to a CDC Level 3 or Level 4 Travel Notice may not return to campus or their worksite until the conclusion of the 14-day self-isolation period prescribed by the CDC, IDPH, or Department of Homeland Security. Employees returning from a cruise will also be subject to this 14-day self-isolation requirement and should not come to campus or their worksite until the conclusion of this period. Employees must report such travel or cruise activity by completing this survey. Employees who are required to self-isolate may telework as access and responsibilities allow. Otherwise, they will be expected to use accrued sick leave, vacation, or comp time, as applicable, to remain in paid status. If no accruals are available for use, those who are ‘hourly paid salary’ or ‘salaried’ will code Off Duty (unpaid leave) on their timecard.