Travel

Travel policies and suspensions

  • All HSC-sponsored international travel is suspended.
  • If employees or students have traveled internationally recently (for HSC or personally), they must stay home for self-observation for 14 days. They should not come to HSC facilities nor allow HSC employees to visit their home or drop off materials.
  • All domestic HSC-sponsored travel outside the Dallas-Fort Worth area is suspended until May 31, when the decision will be reviewed. No self-observation period is required after domestic travel.
  • We strongly urge employees and students to use extreme caution and judgment in making personal travel decisions.
  • Departments that cannot get refunds for airline tickets, conference registrations, etc., need to assume those expenses within their department.

Domestic and international travel is suspended

Effective March 4, university-sponsored international travel for students, faculty and staff is suspended. We recognize and appreciate the tremendous value our work and education creates overseas. However, we must first consider the safety of our students, faculty, staff and campus visitors. We look forward to removing this suspension as soon as conditions are considered safe. Effective March 10, domestic travel outside the Dallas-Fort Worth area is suspended until at least May 31.

Every effort is being made to return students, faculty and staff from their existing trips in coordination with Academic Affairs and Human Resources. Students currently on international travel—or who have an upcoming HSC-sponsored international trip—should contact HSC Student Affairs for help adjusting travel plans at no cost to them.

If you are a non-citizen student or employee who may need to travel, please contact Leslie Crosdale, Director of International Services or call 817-735-2780.

Returning from international travel

Everyone who has recently returned from international travel—whether university-sponsored or personal—is required to observe a 14-day self-observation period before returning to campus or any HSC facility. This is required regardless of the country traveled to and should be applied retroactively from the date you returned to the United States. More information will be provided about this in coming days.

Anyone who has returned recently from traveling internationally to any country is required to follow the 14-day observation period before returning to campus or any HSC facility (retroactive from the date you returned to the United States). This also applies to any future personal international travel planned in the near future.


Self-observation

Per the Centers for Disease Control, self-observation means people should remain alert for fever, cough, or difficulty breathing. If they feel feverish or develop cough or difficulty breathing during the self-observation period, they should take their temperature, limit contact with others, and seek health advice by telephone from a healthcare provider or their local health department to determine whether medical evaluation is needed.

Working from home during self-observation

Employees should work with their supervisors to determine the most efficient use of remote work conditions. Employees working remotely for the purpose of COVID-19 self-observation are exempt from completing the normal Flexible Work Arrangement forms and training.

Using paid leave during self-observation

The UNT System is creating a special paid leave category called “emergency leave.” Employees who are unable to work remotely can claim “emergency leave” time with the approval of their supervisor. Use the “EMG” leave type in eLeave through March 27. It is HSC’s expectation that remote work will be utilized before emergency leave.

After March 27 all employees under 14-day self-observation and who cannot work remotely must use vacation or sick time until the observation period ends.

This requirement includes employees who began the 14-day self-observation prior to March 27. For example, an employee who begins self-observation March 23 could claim paid emergency leave through March 27, but then would need to use sick or vacation time for the remaining workdays missed until the end of the observation period. Employees who may lack enough vacation or sick time should communicate with their HR representative to identify other options.


Travel expenses related to COVID-19

HSC has set up a specific chart string for non-payroll-related expenses pertaining to COVID-19.  Examples of this are approved travel costs to bring faculty or students back early from international travel or cleaning protocols related to the coronavirus.  All such expenses must go through any established approval process and, once approved, should utilize the following chart string in its entirety, including the purpose code for COVID-19 (12447)499999-105-805001-550, Purpose 12447.

There are several HSC team members who will not be able to participate in conferences, events, etc., due to the announced HSC travel restrictions. Related expenses previously incurred by HSC departments for those upcoming trips will remain within the department, and will not be moved to the new COVID-19 chart string. The new COVID-19 chart string was generally set up to handle new expenses specific to HSC’s COVID-19 related efforts. Example: A department paid $625 for an upcoming conference that the participant can no longer attend. The department also expensed a plane ticket for $750. The department is unable to obtain refunds for the $625 conference fee or the $750 plane ticket. Those costs remain within the department and are not able to be transferred to the new COVID-19 chart string.

This page was last modified on May 15, 2020