travelnews: Travel Update related to COVID-19

[BAO news for travel administrators]

*         Exchanging cancelled/unused tickets:  It is recommended that you delay exchanging unused airline tickets until travel is absolutely certain.  The current tickets have the most flexible options available - no change fee, many good for 15-18 months (airline rules continue to change).  As soon as a traveler converts one of these tickets to new travel, all regular change fees ($175-$350 or in the case of Basic Economy fare 100% ticket loss if cancelled again) applies.  Many travelers may be tempted by super low rates the airlines are offering right now - don't be fooled.  Saving $200 now and paying it out again in a change fee in a few months is not a savings.
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*         Expense reports:  Airfare purchased with the UO Lodge Card (card held on file with the UO contracted travel agents) and any One Card expenses must be processed in a Concur Expense Report.  Unless you qualify for a refund, you will need to submit and charge your index for the airfare charge.   If you qualify for a refund, the credit will post to your Concur profile and is added to the same report as the original expense.  Once again, there is no hurry as some travelers are finding they qualify for refunds as the travel climate continues to shift and destinations become closed to inbound travel.  Be sure to submit reports prior to the end of the fiscal year - June 30.
*         Submitting a report prior to the original travel dates:

     *   Change the dates of the expense report header to reflect current submission date
     *   Leave the Report Name to reflect Destination and original travel date
     *   Use activity code IRCRNA, along with your departmental index so we can track expense related to the COVID-19 outbreak.
     *   REMINDER: Be sure to include business purpose support documentation to explain the expense: Conference details, personal time airfare comparison quotes, etc.  You are processing an expense so include any documentation that you would normally include.   All IRS and UO travel policy rules apply.
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Participant Support Student Travel:   Participant Support airline tickets purchased with the UO Lodge Card are processed in Concur.  Because of the cancelation, these are not required to be considered scholarship and can be recoded as a business expense.  Change the account code to a UO business travel account code (see below).  Process personally purchased airline tickets and any prepaid travel expenses for participant support travel in Concur also (not banner).  Please use activity code IRCRNA.

If your department is using a Student Assistance or Student Crisis Fund, process these in Banner using the account codes listed below.

Student Travel - Cancelled due to COVID-19




Expense
Original Acct Code
Change to
Process In:
Tax Liability
Air
55105
35130
Concur *
none
Prepaid hotel
55105
35110
Concur *
none





Using Student in Crisis Fund or Student Assistance Funds




Air
55105
59101
Banner *
Non US Person -  subject to US Taxation
Prepaid hotel
55105
59101
Banner *
Non US Person -  subject to US Taxation


*Be sure to include itemized receipts showing traveler name, itemization of expense, proof of payment


Please email or call the travel office with questions:  travel at uoregon.edu<mailto:travel at uoregon.edu>      phone:  6-3158 (we are working remotely and will return your call as soon as we can)



[cid:image001.png at 01D6082B.3E0FD810]
Laurie Jacoby
Travel Manager
Business Affairs Office
University of Oregon
lajacoby at uoregon.edu<mailto:lajacoby at uoregon.edu>
541-346-3158
**  If your travel involves human subjects research, please do not disclose any information that is protected under UO Policy and other Regulations http://rcs.uoregon.edu/content/regulations-and-uo-policy

Travel Office/Concur Help Desk:     Phone:  6-3100 ***  Email:  travel at uoregon.edu<mailto:travel at uoregon.edu>

TravelNews Opt In for Travel and Concur tips:   https://lists-prod.uoregon.edu/mailman/listinfo/travelnews

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