Travel for Data Collection
Travel for Data Collection: Commencing Summer 2020. This policy is only relevant to travel associated with data collection for research and scholarship.
Travel policy for WVU Medicine, Health Sciences, and WVU employees, students
Due to the nature of their work, WVU clinical faculty, residents and fellows will follow WVU Medicine guidelines on travel:
- For domestic travel: An employee who visited a domestic location and who is asymptomatic can return to work with no restrictions. The employee will be required to wear a face mask and self-monitor for symptoms.
- For international travel/cruise ship travel: An employee who visited an international location or was on a cruise ship, prior to starting or returning to work, must:
- Self-quarantine/self-monitor for 14 days (preferred option)
- If 14 days is not feasible, they must self-quarantine/self-monitor for 5 days, then return to work with a face mask for the next 9 days.
All other Health Sciences faculty, staff and students, as well as the WVU campus at-large should continue following the recently issued guidance from the University:
- All University-related international travel remains prohibited and domestic business travel for WVU employees will be extremely limited and require prior approval by the unit's vice president or dean of the college/school.
- Individuals returning to the WVU campus from any location outside of West Virginia are subject to a 5-day self-quarantine/self-monitoring period. Anyone traveling for personal reasons outside of West Virginia are also subject to a 5-day self-quarantine/self-monitoring period. This does not include commuting to work.
Please contact the Health Sciences COVID-19 Incident Command with any questions at HSIC@hsc.wvu.edu.
All University-related international and domestic travel for WVU employees has been suspended until further notice.
Please see the information below for guidance on how to handle conference expenses you have paid out of your own pocket.
- Conference Fees– Travelers should contact the conference organization and request a refund of conference fees for canceled conferences. If the organization is unwilling to provide a refund, the University will reimburse travelers for non-refunded, prepaid conference fees. Travelers should work with their business office or Shared Services on the reimbursement process.
- Hotel Fees– In most instances, travelers should be able to cancel hotel reservations without a fee at least two days in advance. WVU will reimburse travelers for non-refunded, prepaid hotel fees.
- Rental Car Fees– In most instances, travelers should be able to cancel car reservations without fee. If the rental company is charging a fee to cancel, please contact Cait Mutkus, PCPS’s travel analyst, at 304-293-4232 or firstname.lastname@example.org, and we will contact the rental company to resolve.
- Airline Fees– Airlines generally will provide a credit for canceled tickets in the name of the traveler. Some airlines may waive cancellation fees for travel canceled due to COVID-19.
Please see the links below for each major airline carrier’s site for cancellation policies as they continue to update these policies.
Through April 30, 2020 (subject to extension), WVU will reimburse travelers for canceled airline tickets and any cancellation fees related to COVID-19. Travelers receiving credit for canceled tickets should use the credit for work-related future travel. Be sure to note the deadline for using the credit, as they will vary by airline carrier.
WVU strongly recommends booking the new fares on a purchasing card through the MyTravel system or via World Travel at 877-778-7936 or email@example.com. This will allow maximum traveler flexibility, support from our travel agency for the traveler, and an appropriate assessment of fare booking (non-refundable vs. fully refundable, etc.).
Conference Travel – Frequently Asked Questions:
Am I required to cancel my upcoming trip?
Given current circumstances, WVU generally views travel for conferences (domestic or abroad) as non-essential. Therefore, you should cancel your attendance at upcoming conferences until further notice. However, if you believe your attendance at an upcoming conference is essential, contact your dean or vice president for additional guidance.
How should I go about canceling my upcoming travel?
For those who booked using MyTravel or World Travel, the trips can be canceled directly in MyTravel or with through a World Travel agent. For those who booked outside of the travel program, please refer to the cancellation policy on the booking receipt. If you need assistance, contact Cait Mutkus, PCPS’s travel analyst, at 304-293-4232 or firstname.lastname@example.org.
What if I am in travel status and need to return home?
With increased cancellations of flights, travelers may contact World Travel directly at 877-778-7936 for University-related stranded travel or rebooking issues.
Who can I contact with questions related to MyTravel?
Contact Cait Mutkus, PCPS’s travel analyst, at 304-293-4232 or email@example.com.
How to Cancel Your Trip through MyTravel
Many trips are being canceled by both suppliers (such as conferences) and by our travelers due to the recent COVID-19 coronavirus. Canceling a trip that was booked through MyTravel or with a World Travel agent is easy.
If you want to cancel your trip through your MyTravel profile, you can do so by selecting your trip and in the “Trip Overview” section by selecting “Cancel Entire Trip” To cancel through an agent you can call or email a World Travel at:
Phone: (877) 778-7936