ÀÏ°ÄÃÅ¿ª½±Íø

OIP Travel Policy Regarding Special Requests and Reimbursements

ÀÏ°ÄÃÅ¿ª½±Íø Flight Policies  

  1.     ÀÏ°ÄÃÅ¿ª½±Íø purchased tickets

• ÀÏ°ÄÃÅ¿ª½±Íø will pay for flights associated with arrival and departure dates of the ÀÏ°ÄÃÅ¿ª½±Íø program.
• Costs associated with early arrival / late departure are the student’s responsibility.
• Costs associated with elective rescheduling of flights for any reasons that are external to the program will be the student’s responsibility (this is inclusive of family commitments, internships, etc.).  
• ÀÏ°ÄÃÅ¿ª½±Íø and our travel partners will select major US airports as international departure locations. When a student’s home address is closer than 300 miles to the international departure airport, ÀÏ°ÄÃÅ¿ª½±Íø will not cover the costs associated with a domestic ticket and students are expected to arrange travel to the departure airport (train, ride share, taxi, etc.).

2.     Student purchased ticket submitted for reimbursement  

• The above policies regarding dates, elective rescheduling, and departure cities apply.
• ÀÏ°ÄÃÅ¿ª½±Íø will reimburse the student up to the cost of one of the (round trip/return) group tickets (or max price for non-group tickets for others going to the same location).
• Any charges above the maximum amount will remain the student’s responsibility.
• This amount will be communicated to the student as soon as possible.
• Cannot use (cash in) miles/points/CC reimbursement in exchange for purchased flights
• Reimbursement may take several weeks and will be contingent on competing workload within the office. 

3.     Travel disruption  

• Delays, cancellations, or other instances of travel disruption are out of the direct control of ÀÏ°ÄÃÅ¿ª½±Íø.   
• For tickets purchased by ÀÏ°ÄÃÅ¿ª½±Íø, the rebooking / rescheduling of flights associated with travel disruption beyond the student’s control is handled by ÀÏ°ÄÃÅ¿ª½±Íø travel logistics partners. ÀÏ°ÄÃÅ¿ª½±Íø staff will aid in facilitating communication; however, the re-booking of these tickets is handled by ÀÏ°ÄÃÅ¿ª½±Íø travel arrangement partners. 
• For tickets purchased directly by students for reimbursement, the rebooking / rescheduling of these flights must be handled directly but the student and the respective airline. 

Additional information:

• ÀÏ°ÄÃÅ¿ª½±Íø does not reimburse expenses after the fact.  All requests for reimbursement have to be pre-approved in writing (email) by ÀÏ°ÄÃÅ¿ª½±Íø before the expense incurs.
• ÀÏ°ÄÃÅ¿ª½±Íø will not reimburse additional costs nor be liable for delays or cessation in transportation services or by circumstances beyond their reasonable control including, but not limited to accidents, strikes, walkouts, civil strife, or other labor disturbances, weather, acts of God, public enemies, war or acts of any government authority.
• If travel changes are approved, the student is not insured by the University until they begin their group travel. Travel prior to this is considered personal travel and the University will not be monitoring the safety conditions of the locations visited.

Please note, this policy applies to elected travel changes, not emergencies.  In the event of an emergency, the Office of International Programs will work directly with students and parents to coordinate travel.

For additional information, contact the Office of International Programs at 410-617-2910 or 410-617-2920.