Norms for travel reimbursement in the COVID era?

In our newest "how can we help you?" thread, a reader asks:

What are the current norms about COVID and travel reimbursement? For example, suppose one gets invited for an in-person talk and the host promises to pay. But due to COVID, the trip had to be cancelled, the talk had to be given online, and some travel arrangements are unrefundable. Should the host pay? Or, for example, suppose one is traveling using university money, but again the trip had to be cancelled, is it still okay to submit the unrefundable travel costs for reimbursement?

Good questions. My experience is that many universities have strict policies governing these kinds of things, such that if you don't actually travel it's against their rules to submit travel reimbursements. So, on that, I'd be careful and forthright with your university about your situation. Hopefully, they'll be understanding. In terms of invited talks, if the in-person visit is canceled, it seems to me that the host should clearly cover non-refundable costs. But these are just my thoughts and experiences. What are yours?

Comments

[the long arm of the law]

I second Marcus' warning ... there are laws governing this sort of thing. So do not try to get reimbursed for things you are not legally entitled to. You will even bigger problems on your hand if you do.

[Former Phil Grad Student]

At least at my university, there is generally a policy against reimbursement for travel that didn’t happen. However, in 2020, exceptions were made for nonrefundable travel arrangements, so I’d ask whoever is in charge of approving those things. Pre-pandemic, my spouse worked at a non-academic job where he traveled a lot and he still has $1500 in airline credit that he can only use for work purposes and won’t be refunded to him (it was put on our personal credit card). His company finally reimbursed him for it 9 months into the pandemic.

[Bill Vanderburgh]

I'd say the host is morally bound to reimburse you for costs you incurred to deliver a talk at their invitation, whether it was in person or otherwise. If they have purchasing rules that prevent them reimbursing for travel that didn't happen, they should try to pay you an equivalent honorarium. BTW most airlines and hotels have been pretty good about helping in these situations--you would probably get travel credit for a flight or hotel that is not refundable. But this also raises the point that you should purchase refundable tickets when someone else is paying.

[Assoc. Prof]

My general policy is to refuse to pay for my own flight/hotel room and wait for reimbursement if I am invited to give a talk. I've never understood why some universities think that it is acceptable to invite someone and then tell them to pay for the flight on their own and hope that the reimbursement process will be quick/easy/actually happen. When I was desperate for a job, I'd do it, but now that the benefits have shifted away from me to the institution inviting me, I no longer play ball.

As Bill notes, the host is morally bound to reimburse you for costs incurred, but I have yet to encounter an institution that takes itself to be bound by morality...