Travel FAQs

An individual should make every effort to request a full refund from the travel partner (i.e. airlines, etc) for any canceled trips. If the individual receives a credit, the credit may be used on an upcoming business trip. If the credit will not be used timely (within the next few months), or is used for personal travel, then the individual should not claim reimbursement for the credit.

If a nonrefundable trip was canceled with no credit given, and your department determines the reason for the cancelation was unavoidable, then your department may reimburse for prepaid expenses at the department's discretion.

If cancelations are made by the airline, the airline will typically reimburse the airfare cost or allow the full value of the ticket to be used for future travel within one year of the booking date.

All major airlines are currently allowing travelers the option to cancel or change upcoming flights without additional fees. Travelers should request a full refund from the airline. However, the airline may only offer a credit to be used on a future flight.

If cancelations are made by the airline, the airline will typically reimburse the airfare cost or allow the full value of the ticket to be used for future travel within one year of the booking date.

Hotels will typically allow for cancellation with no charge for 24-72 hours prior to the date/time of check-in. Please check the policy as each hotel has different cancelation policies.

If you have registered for a conference and the conference organization announces that is has been canceled, the conference may be reimbursing registration and conference hotel bookings/deposits. Review information posted on the conference registration website for direction.

An individual would pay back the University for any funds received as a refund if the expense was already paid/reimbursed by Baylor. The individual can refund the University by check by creating and submitting a departmental deposit receipt via the TRAX financial system.

Standard travel insurance policies will not cover flight cancelations and delays due to coronavirus unless it is specifically written into the policy. Travel insurance is not reimbursable for university business travel.

Before booking new travel, ensure the meeting is still scheduled. Travelers should not book reservations too far in advance. Travelers are highly encouraged to book through University preferred travel agencies.

Guest travel to Baylor or on behalf of Baylor mirrors the current University Employee travel guidelines above.