Date: Wednesday, March 4, 2020
From: Courtney Elmes
Attachments: Trip Cancellation Interruption Claim Form, Example Claim Form
Good afternoon Undergraduates,
Please read carefully and follow all directions regarding reimbursement for residential travel expenses. Only the students who fill out the information correctly will get reimbursed.
You may submit a claim for cancellation expenses or fees you incur through the UC Travel Insurance you already signed up for within the next 80 days. I have attached the claim form to this email. Reimbursement for these residential expenses will go through UC Travel Insurance.
There is still time to register for the travel insurance and make a claim for reimbursement. If you have not done so, register immediately at https://ehs.ucop.edu/away and make sure you enter your original travel dates, including any pre- and post-travel. If you do not have your e-mail confirmation, or you did not include your pre- and post-travel, re-register for the insurance. Make sure you e-mail your confirmation e-mail to: intlresidential@merage.uci.edu. I will be sending a separate email to those students who have not yet sent their confirmation email to that address.
A summary of the benefits can be found here. Reimbursement claims will be under the “trip cancellation and interruption” benefit. I have included more information about what is covered from our insurance provider below my signature.
Instructions:
- If you have not done so already, please contact all your travel providers to request a refund, even if your tickets are non-refundable. Many airlines and travel providers are issuing refunds, given the situation.
- If you do not receive a refund from your travel providers, you can file a claim for reimbursement through UC Travel Insurance:
- Notes about the Claim Form (attachments – I have provided some handwritten details in the “example claim form” attachment and a blank form for your use):
- When you fill out the attached form, in Section 1: Policy Holder info is: University of California and Policy Number is: ADD N04223822.
- Your departure date is the date your first flight is scheduled and your return date is the date you are scheduled to land back in California.
- You do not need to fill out Section D (Physician Info)
- You DO need to sign in the “signature of insured or authorized representative” on page 2 and the “patient” area on page 3.
- When you submit your claim form (by mail, fax or email stated at the top of the claim form), make sure to send a copy of your entire claim to: intlresidential@merage.uci.edu. Sending your claim to us will help us to track your claim.
- Notes about the Claim Form (attachments – I have provided some handwritten details in the “example claim form” attachment and a blank form for your use):
- Residential Reschedule: We know many of you are waiting to hear about the rescheduled date for this residential. We will let you know as soon as possible when a new date has been determined so that you can move forward with re-booking your airfare, or submitting a “change” of dates for your airfare instead of cancelling it fully.
Please send any questions you have to intlresidential@merage.uci.edu for the best response. You are also welcome to email me directly.
Best,
Courtney Elmes
Senior Director, Undergraduate Programs