Travel that would otherwise have met allowability criteria for a sponsored project will continue to be an allowable charge in the scenarios outlined below provided:


·         Every attempt is made to minimize costs by cancelling travel arrangements and negotiating refunds. 

·         These efforts along with the reason for cancelling the travel must be documented. 

·         Documentation should be added to the expense report and can include published cancellation/refund policies, summary of conversations, event cancellation notices, travel restriction notices, e-mails from travelers expressing their concerns and desire to cancel travel as a result etc. 


In the event credits for future use are issued in lieu of a refund, charges should be moved to a non-sponsored project source.





Tiffany Casino Schmidt

Assistant Vice President & Director

UF| Research, Contracts and Grants

Telephone: 352-273-3101


From: UF at Work <[log in to unmask]> On Behalf Of . HR Human Resource Services
Sent: Tuesday, March 3, 2020 4:27 PM
To: [log in to unmask]
Subject: University-Authorized Travel Expenses and Cancellations


To provide additional support to university travelers after the World Health Organization’s declaration of a global health emergency due to the spread of COVID-19, the following policies concerning University of Florida travel have been enacted:






As a reminder, all university-sponsored travel to China, Iran, Japan, Italy, and South Korea should be canceled.  That includes any travel that is funded by external agencies administered through the Division of Sponsored Research or the UF Foundation. For more UF-related information about COVID-19, go to