What do I need to know about COVID-19 and Financial operations?

FAQs regarding COVID-19 and Financial Operations

Please review the following details of UVA Finance operations regarding COVID-19.

Refer to UVA's Comprehensive information regarding the coronavirus and the University's operational state: https://coronavirus.virginia.edu/

Accounts Receivable

Has UVA made any changes to its debt collection policies while operations are disrupted?: A: All operations continue as normal while UVA employees are working remotely, including collection of outstanding debts. However, the University understands that these are stressful times. If you would like to discuss debt repayment alternatives, please contact Laverne Beasley at [email protected].

Contracting

What’s the process for contract signature during the remote operations period?: UVA will be employing digital signature technology via the DocuSign application to execute agreements. Once both parties have agreed upon the contract terms, Finance’s contract manager will process the agreement into DocuSign so that it will route electronically for signature by the required internal and external signatories. In order to route to the external signatory(ies), you will need to provide the name, title and email of the person(s)who will be signing the agreement for the other party.
What if the person I’m negotiating with doesn’t have the authority to sign the agreement, or doesn’t know who their signatory will be?: While the best option is to obtain the name, title and email of the external signatory so that it can be incorporated into DocuSign, the alternative is to employ the DocuSign process only for UVA signatures and to send the partially signed agreement as a PDF to the other party.
What if I have already started circulating agreements for signature?: Anything that has been signed by the other party and sent as a PDF can be pulled into DocuSign for signature at UVA. Once all UVA signatures are obtained through DocuSign, the unit contract administrator will automatically receive a fully-executed copy of the contract that they can send as a pdf to the other party.
Do I need my own DocuSign license to process my contract?: Finance’s contract manager can format your contract into DocuSign provided that you supply the necessary routing information. However, the DocuSign application is available to any UVA employee for business purposes, and you may want to obtain your own copy in order to originate documents yourself. Please consult ITS for more information.
What if one of the internal or external signatories doesn’t have a DocuSign license?: A DocuSign license isn’t necessary to sign a document. A license is only required to create a new DocuSign-formatted document.
My unit provides services to external parties. We have a contract to hold an event for them and now they want to cancel. What should we do?: There are various options available for terminating a contract in a manner that’s fair under these unusual circumstances. To begin a discussion of your particular situation, contact Tim Lingo at [email protected] or (434) 924-4204.
My program has students placed at a health care facility that has terminated their placement agreement or wants to institute substantial changes. What should we do?: The response will depend on the issues involved and the interests of your program. To begin a discussion of your particular situation, contact Tim Lingo at [email protected] or (434) 924-4204.

COVID-19 Related Expense Tracking

In preparation for future COVID-19 expense submissions and possible reimbursements, OFP&A partnered with the Curry School to develop a tracking database in Smartsheet to collect planned and incurred COVID-19 related expenses. Currently, we do not have a submission deadline, but data collection will be more expeditious and accurate if we can record planned and/or incurred expenses “as we go.” OFP&A will send out a future communication when we are notified of a future submission deadline; however, the tracking database will be more complete and accurate if Schools and Departments document qualifying planned or incurred expenditures as they become aware of them.

As Schools and Departments plan for or incur COVID related expenses, please document them in your Smartsheet. We are tracking planned and incurred expenses that will occur in FY20 through December 31, 2020 (1^st half of FY21). For incurred expenses, attach the purchase order or other supporting documentation to the expense line row in the Smartsheet database. (If an expense is reimbursed it may be useful for potential audit purposes) Document planned expenses as well. As planned expenditures are incurred, update the database to reflect the actual expense and save the supporting documentation. Continue to charge COVID-19 expenses to the PTAEO normally use for the expenditure-type in the unit. Each unit is responsible for tracking and maintaining pending any potential reimbursement or audit in the future. Please note that this database will be used to track and manage potential reimbursements. Submissions to this database do not guarantee reimbursement. University leadership recognizes that we are operating under unusual circumstances and that budget variances may occur. Some of the unreimbursed expenses may end up being absorbed by the units. Collectively, the University will determine how to best cover unanticipated expenses. Data previously submitted to DPB from your unit will be prepopulated to this database in the near future and noted as “submitted to DPB.” Add additional information to the prepopulated rows that was not originally loaded by OFP&A; such as the supporting documentation or the PTAEO. If an expense was left off the previous submission, please add all new or misplaced/discovered expenses to this new database.

If you have any questions, please contact Christine Maxwell or Rick Johnson in OFP&A for assistance.

1. Expenses required to address COVID-19 already incurred through May 18^th.

2. Expenses required to address COVID-19 that are expected to be incurred after May 18^th and through December 31.

3. Discretionary services that will address COVID-19.

Please note that in an effort to avoid including duplicative items that are already being centrally estimated in preparation for bulk purchasing, assume that costs relating to the following categories will be captured centrally by Procurement:

Cleaning of WorkSpaces — Estimating sanitizing wipes supply centrally, as well as cleaning services. Personal Kits for Employees and Students — Estimating according to active employee and student headcounts. Hand Sanitizer Stands — Currently modeling two stands per floor per building, with plans to adjust as building layout demands. Facilities Management will centrally store and resupply the stands and refills.

As a reminder, instructions from DPB on qualifying expenditures related to the CARES Relief fund can be found in the following link: https://dpb.virginia.gov/forms/20200507-1/FY2020CARESCRFAgencyRequestInstructions.pdf

The DPB guidance identifies 3 categories of potentially qualifying expense:

1. Expenses required to address COVID-19 already incurred through May 18^th.

2. Expenses required to address COVID-19 that are expected to be incurred after May 18^th and through December 31.

3. Discretionary services that will address COVID-19.

Cleaning of WorkSpaces — Estimating sanitizing wipes supply centrally, as well as cleaning services.
Personal Kits for Employees and Students — Estimating according to active employee and student headcounts.
Hand Sanitizer Stands — Currently modeling two stands per floor per building, with plans to adjust as building layout demands. Facilities Management will centrally store and resupply the stands and refills.

If you have any questions, please contact Christine Maxwell or Rick Johnson in OFP&A for assistance.

Endowment Management FAQs

My unit has one or more gift or endowment accounts. Has anything changed about how endowments will be distributed?: The endowment distribution process will be the same during the period of disrupted operations.
Who should I contact if I have a question about how my endowment is managed?: The proper contact will depend on the nature of your question. To begin a discussion, please contact Wanda Breeden at [email protected] or (434) 924-4208.
Who should I contact if someone wants to give a gift to help with the current crisis?: All gifts to UVA are received through Gift Processing Services: https://giving.virginia.edu/office-of-advancement/gift-processing-services.

Financial Questions

How is the University providing financial support for students during this time?

President Ryan recently affirmed UVA’s commitment to fully meet demonstrated need for undergraduates through AccessUVA, including free tuition and fees for Virginia undergraduates with family income under $80,000 and free tuition, fees, room, and board for Virginia undergraduates with family income under $30,000. In 2019-20, UVA provided approximately $153 million in need-based financial aid from all sources to undergraduate students through AccessUVA; 37% of Virginians and 33% of non-Virginians had need.

Based on prior experience in economic downturns and the unusual circumstances of the COVID crisis, there will undoubtedly be increasing financial hardship. UVA is deploying institutional, philanthropic, and federal CARES Act funds to address student financial needs as follows:

· We continued to pay students on Federal Work Study, even if they are unable to work remotely, for the remainder of the spring semester

· We continued to pay Graduate Teaching Assistants and Graduate Research Assistants for the remainder of the spring semester

· We have continued to employ students who are able to complete their work requirements remotely through the end of the work arrangements · For students who are unemployed, the UVA Cares Program at the Law School will assist students in filing for state and supplemental federal unemployment benefits.

· After the early termination of on-Grounds housing and University dining contracts with students, we quickly distributed nearly $18 million in refunds to students and families. Some students chose to apply their refunds toward future charges. · For students living off-Grounds in apartments, Student Legal Services offers support for landlord and other legal issues.

· Since mid-March, UVA has provided eligible students with emergency hardship support for travel, technology, food, medication, and other living expenses. Along with philanthropic support, the availability of funding through the federal Coronavirus Aid Relief and Economic Security (CARES) Act will enable us to continue providing our students with emergency hardship support for these and other expenses related to the disruption of on-Grounds operations due to COVID-19. The Office of the Vice President for Student Affairs (VPSA) and Student Financial Services (SFS) have developed a streamlined process to evaluate applications and distribute funds to eligible students as expeditiously as possible. All current undergraduate, graduate and professional students can request funding for expenses related to the disruption of campus operations due to the pandemic including, but not necessarily limited to, travel, technology, food, medication and other living expenses. The application to apply for emergency funding related to COVID-19 is available here: https://virginia.academicworks.com/opportunities/9386

How should employees enter time and continue to be paid?

The UVA Human Resources website has detailed information about how those in the Academic Division enter time, and how you will be paid, while UVA is in modified status. Please visit the UVA HR website for this information.

Implications for Student Employees
This change in operations will have an impact on our student employees as well. For detailed information on how will affect you and your position, please see the UVA HR website.

What resources are available for student workers who cannot work?

The following emergency financial resources are available to those students in need:

I am a student worker with a Federal Work Study (FWS) job. Will I continue to work and be paid?

For both undergraduate and graduate work study students, only remote work is possible. Due to concerns for student and staff health and safety, students may not be compelled, and are not allowed, to work on Grounds while the University’s operating schedule is modified due to COVID-19. Student workers may work remotely, with their manager’s approval, submitting hours in Workday as usual. Students who are not able to work remotely, but who have spring 2020 work-study awards/allocations with Student Financial Services (SFS) and who had earnings already this term, will be paid biweekly based on scheduled hours consistent with previous hours worked, not to exceed their total FWS award for the year. SFS has communicated directly with these students and their supervisors to provide details. You can see a pdf of the email message they received at https://sfs.virginia.edu/operations.

I am a student worker with a job that is not supported by the Federal Work Study program. Will I continue to work and be paid?

For both undergraduate and graduate student workers, only remote work is possible. Due to concerns for student and staff health and safety, students may not be compelled, and are not allowed, to work on Grounds while the University’s operating schedule is modified due to COVID-19. Student workers may work remotely, with their manager’s approval. Non-FWS student employees who cannot work remotely are not eligible to continue working while the University’s operating schedule is modified; therefore, they will not be paid.

UVA is providing emergency resources for students who need support:

Emergency travel support to return home Emergency technology support for on-line learning

UVA Human Resources has reached out to the supervisors of student workers who are not receiving support through the Federal Work Study program and posted details on the HR website. If a supervisor has questions, they should contact their HR Business Partner.

Emergency funding for food, medication, supplies

How is the University using funding from the federal CARES Act?

Since mid-March, UVA has provided eligible students with emergency hardship support for travel, technology, food, medication, and other living expenses. The availability of funding through the federal Coronavirus Aid Relief and Economic Security (CARES) Act will enable us to continue providing our students with emergency hardship support for these and other expenses related to the disruption of on-Grounds operations due to COVID-19. The University will receive $11.7 million through the CARES Act to help mitigate the fiscal impact of the COVID-19 pandemic.

Half of this amount, about $5.85 million, will be paid directly to current students. The Office of the Vice President for Student Affairs (VPSA) and Student Financial Services (SFS) have developed a streamlined process to evaluate applications and distribute funds to eligible students as expeditiously as possible. All current undergraduate, graduate and professional students can request funding for expenses related to the disruption of campus operations due to the pandemic including, but not necessarily limited to, travel, technology, food, medication, and other living expenses.

The application to apply for emergency funding related to COVID-19 is available here: https://virginia.academicworks.com/opportunities/9386

The remaining $5.85 million will help offset the cost of prorated housing and dining refunds given to students for the Spring 2020 semester.

Foreign National Student and Scholar FAQs

How can I receive my Form 1042-S?: The Form 1042-S can be accessed electronically through an online resource called the Foreign National Information System (FNIS). Contact Logan Hobbs, [email protected] or (434)924-1377, to request access to FNIS and the tax documents.
Can I still qualify for a tax treaty exemption if I can’t sign the required forms in person?: Yes, the tax treaty exemption forms can be sent to you electronically through the FNIS program and/or through the DocuSign applicationfor electronic signature.
Do I need a special software license to sign forms with DocuSign?: A DocuSign license isn’t necessary to sign a document.You will receive an email that will walk you through the signature process and automatically return a copy to UVA.
What if I need to talk to someone about a tax question?: Logan Hobbs, the Foreign National Tax Specialist, will continue to address tax questions by email at [email protected], over the phone (434) 924-1377, and if necessary via Zoom Virtual meeting.

Payment Card/PCI FAQs

Will online credit card processing be affected?

No disruptions are anticipated to credit card processing through our EPay sites. If you process online credit card transactions through a non-Epaysite, please contact their customer support.

Given the recent events, we want to make an exception to our refund policy and permit certain refunds. Is that possible?

UVA has the ability to process refunds for any credit card transaction made through our EPay sites, even if you have stated that you have a "No Refund" policy. If your event has been cancelled and you wish to refund a transaction made through an EPay site, please contact Steve Marciniak ([email protected]). If you wish to refund a transaction made through a non-EPay site, please contact their customer support.

I’m still working on-Grounds. Do I need to do anything different as far as credit card processing?

No. If you are still on Grounds, please continue to follow your department's established PCI procedures. They should include:

Inspecting credit card devices daily for tampering.
Securing credit card devices when they are not attended.
Not allowing anyone except verified technicians to troubleshoot or manipulate a credit card device.

What should I do if I think a credit card device has been tampered with?

If you suspect tampering, immediately contact you supervisor and Steve Marciniak ([email protected]).

My credit card device is malfunctioning. What should I do?

If your credit card device can no longer process credit card transactions, please contact Steve Marciniak ([email protected]).

My entire department is working from home. What should we do with the credit card devices left in our area?

Do not leave them unattended. They should be secured in an area that is not accessible to the public (e.g. a locked room, a locked cabinet, etc).

I am working from home and I've brought a credit card device with me. Is there anything different that I need to know about credit card processing?

If you have taken a credit card device home, contact Steve Marciniak ([email protected]) immediately. We need to know if credit card devices are being used outside of their normal environment.

Payroll FAQs

I am required to self-isolate. How should I record leave?

If an employee can perform work through a telecommuting arrangement while in self-isolation, there is no need to record leave.

A Medical Center policy provides the conditions under which a Medical Center team member may be granted administrative leave, once the situation is assessed by Employee Health and Infection Control. Seek the assistance of your HR Business Partner for further information.

Faculty should consult with their department leadership and/or dean.

What are the current time entry guidelines?

Working remotely isn’t possible for my job, and I can’t come to work because I am in a high-risk category or need to self-isolate. How should I record leave?

Academic Division employees who cannot telecommute or cannot come to work for the reasons stated above should use appropriate leave type based on your employee category. See the UVA HR website for details.

Faculty should consult with their department leadership and/or dean.

Will Payroll and related payments remain on normal pay period schedule? What if I do not want to go out to get my payroll check? What can I do to ensure I receive my compensation?

Payroll Services will continue to process pay on their normal calendar (https://payroll.vpfinance.virginia.edu/ - calendars are posted in the Academic, Medical Center and Physicians group tabs). In order to receive your pay and reduce the risk of waiting for checks we strongly encourage all employees to take advantage of direct deposit. Managing your payment elections is an easy process to complete within Workday and will ensure quick receipt of your funds (https://payroll.vpfinance.virginia.edu/update-your-direct-deposit-choices-workday).

Can I still come to Carruthers Hall to pick up checks for personal reimbursements and honorarium?

We are temporarily suspending check holds for in-person pickup; checks will be mailed directly to the payee. Please note that the checks will be mailed to the address used at UVA Expense non-supplier registration. If you want to confirm your address, please email ([email protected]) and the supplier registration team can assist.

Purchasing and Payables FAQs

For additional Purchasing and Payables information, please refer to the UVA Procurement website.

What’s the best way to order office supplies for delivery to an employee’s home?

UVA’s strategic contract for office supplies is with The Supply Room Companies, Inc. (TSRC). They have developed a way for faculty and staff to order office supplies, computer peripherals, etc., at UVA contract pricing, for home delivery via UPS. This method only applies to orders from TSRC.

Highlights:

Orders are placed through the UVA Marketplace, but allow faculty and staff to enter home address and T&E Card information for payment Access to TSRC’s catalog with UVA contract pricing

View the UVA Order Instructions from TSRC for more information.

Shipping is free
TSRC is a Virginia-based, woman-owned (SWaM) company

Can I make an employee's home address a Delivery Location Code for purchases?

It is not recommended that deliveries be made to home addresses. Facilities Management and loading docks at Pinn Hall and MR5 receive packages for their respective areas. Other schools and departments should refer to their Continuity of Operations Plan (COOP) for delivery of goods. If a home delivery is an absolute necessity, orders should be placed in the UVA Marketplace and the supplier should be called to redirect the delivery.

Where can I find supplier contact information for remote work supplies and service?

Supplier contact information can be found at UVA Procurement.

If I have a specific Purchasing or Payables question, how do I get in touch with someone?

Procurement and Supplier Diversity Services will continue to be as responsive as possible while abiding by the University’s remote work policy. PSDS will adjust its phone tree (434-924-4212) message to advise callers that we are temporarily teleworking and will encourage them to email:

[email protected] for purchasing and payables questions
[email protected] for travel and expense questions

There are dedicated personnel monitoring these email boxes and will respond as quickly as possible to questions.

[email protected] for Travel & Expense (T&E) Card questions

Will Procurement pay for my change fees or cancellation fees?

Your department will be responsible for these fees. Many change fees are being waived depending on the airline or vendor. Airline change fees, if assessed, are not due until the credit is applied when purchasing a new ticket.

Will there be any delays in receiving our orders?

We have not received specific notice of supply chain disruption at this time.

Will the University continue paying our suppliers and non-suppliers (individuals, human subjects, etc.)?

Yes. Accounts Payable will be making payments according to the following payment schedule (except holidays):

Monday thru Friday (holiday exceptions)

ACH (Automated Clearing House) - Students and qualified individuals

Monday, Wednesdays and Fridays (holiday exceptions)

Paymode (digital disbursement)
E-Payables (central credit card)

Continue to use the Customer Service number (434-924-4212), selecting the appropriate areas. Please send any invoices or invoice inquiries to [email protected].

Fridays (holiday exceptions)
- Paper Checks

Have there been any changes to the policy of receipt of equipment?

Please consult your school/organization’s local Continuity of Operations (COOP) plan. The Procurement and Supplier Diversity Services office has contacted local express mail companies, and they report no disruption in service to the University.

Will the University refund payments for parking or other fees?

The University will issue pro-rated refunds for on-Grounds housing and dining plans in spring 2020. We will not refund other fees as a result of changes in our operations due to COVID-19. These fees cover fixed costs of these operations and enable us to continue to pay our employees.

Due to the Coronavirus and the campus lockdown, will SCHEV permit FY’20 ETF spending carryover into FY’21?

SCHEV has granted UVA authority to extend its FY’20 ETF “spending” into FY’21, if required, for those capital equipment items which cannot otherwise be completed by the end of the current fiscal year. (“Spending” refers to capital equipment that is received/invoiced/operational/asset tagged/capitalized). This extension would end October 15^th.

Does this extension permit the issuance of purchase orders against FY’20 ETF budgets to be postponed until FY’21?

No. All ETF purchase orders against FY’20 ETF funding should be made this fiscal year with the expectation of meeting this year’s May 15^th ETF deadline for equipment deliveries/invoicing/set-up, where possible. The extension is solely for accommodating vendor delayed equipment deliveries/set-up which can’t be achieved before June 2020.

How will FY’20 ETF spending be differentiated from FY’21 ETF spending?

For FY’21, schools and units will use unique “SE” award numbers which have the number “100” added to the number of its current ETF award. For example: ITS’ current ETF award is SE00001. Its new award number for FY’21 ONLY will be SE00101. This will keep all current year ETF spending that carries over into FY’21 distinguishable from FY’21 ETF budgetary spending. These new SE award numbers already exist for most schools/units as they were required once before when the State was extremely late in authorizing ETF spending which resulted in carryover into the subsequent year. Note: These new ETF award numbers are only for FY’21 as for future years the ETF award number for all schools would revert back to its original ETF award number (i.e. SE00001 for ITS). The one exception is the Provost Office whose current ETF award is SE00113 so its new number would be SE00213.

For any questions or further clarification please contact either Joyce Gredler or Gary Young – Fixed Assets Accounting Group

Student Financial Services FAQs

Please visit Student Financial Services for the most up-to-date FAQs.

Tax FAQs

My unit submits a monthly Virginia sales tax report. Is there anything I need to do differently?: No, you should continue to follow the existing process of submitting your unit sales tax information to June Seay monthly via PDF file at [email protected].
I’m working at home and can’t scan a document to create a PDF file. How do I submit my sales information?: If you can’t submit a PDF, please provide your unit sales information by email to June Seay indicating, line by line, the amounts that should appear on each line of the ST-9a Worksheet (https://www.tax.virginia.gov/sites/default/files/taxforms/retail-sales-and-use/any/st-9-any.pdf).
What if my unit had no sales in the past month because of the disruption in operations?: You still need to submit a monthly report to June Seay. However, it can be a brief email simply stating that no sales were conducted that month.
Who can assist if my unit has tax questions about a new initiative or program we want to institute in response to the recent crisis?: Please contact Bill Define, Director of Financial Operations, at [email protected] or (434) 243-5592.
Who can assist if my employees have tax-related questions concerning benefits, compensation or refunds received during the period of disrupted operations?: Please refer any individuals with personal tax questions to the UVA HR Solutions Center at [email protected] or (434) 243-3344.

Travel FAQs

We are suspending all international and non-essential domestic University travel, effective immediately and continuing at least through April 15th.

More information about travel restrictions regarding COVID-19 can be found at Travel & Expense.

International Travel for University business
Effective immediately, we are prohibiting all international travel by faculty and staff on University business. If you require an exception, please submit a request to the Provost’s office at [email protected]. Requests will require an endorsement of the employee’s dean, vice president, vice provost, or manager.

Domestic Travel for University business
Effective immediately, we are suspending all non-essential domestic travel. Essential travel is defined as supporting activities that are absolutely necessary, cannot be rescheduled, and must be done in person. If a supervisor, associate dean, or dean can deem travel essential, it will be reimbursed. If not, it will not be reimbursed.

Return from International Travel
If you do travel, it is important to note that return may be difficult. As a result of the Presidential Proclamation on March 11th, University faculty and staff who have been in Europe’s Schengen area (26 European countries that allow free and unrestricted travel between them) in the previous 14 days before re-entry to the United States will face enhanced screening procedures for returning to the U.S. Please consult the Center for Disease Control for details.

University faculty and staff who are not American citizens or legal permanent residents of the United States who have been in the Schengen area in the previous 14 days may not travel to the United States, even with currently valid nonimmigrant visas, for the 30 day period beginning at midnight, March 13th. We are currently exploring whether the U.S. government may change this policy, and will share more information as we get it.

Personal Travel
We ask all University employees to take account of this guidance as they evaluate their own personal travel.

Travel Reimbursement
If you must cancel travel, seek waivers and refunds directly from the airlines and hotels first. If airlines and hotels are not issuing waivers or refunds, employees can submit expense reimbursement requests through ExpenseUVA after the date of travel.

For more information, please see the “Travel and Expense” website and the more specific “Travel and COVID” site. If you have a question that isn’t covered on either of these sites, contact the travel team at [email protected] or 434-924-4121.

I am a UVA faculty or staff member currently abroad in Europe or the UK. How does the March 11 Presidential Proclamation – which suspends the entry of most foreign nationals who have been in certain European countries during the 14 days prior to their scheduled arrival to the United States – affect me?

We anticipate that American citizens, U.S. permanent residents, and their families will be able to travel unimpeded to the United States from the affected countries in Europe for the foreseeable future, though there may be some health-related screening upon arrival in the United States. The Center for Disease Control website will shortly provide details on how the health screening will work upon return to the United States.

If you are an international student who plans to return to the U.S. after the implementation of the travel prohibition at midnight March 13, please contact the closest U.S. Embassy or Consulate for guidance. UVA’s International Student and Scholar Advisors will also seek clarification from the U.S. Department of State.

UVA’s senior leadership is closely following this evolving situation and stands ready to provide appropriate assistance to our students in navigating emerging travel regulations. Please contact at +1 434-982-3010 or [email protected] with any specific concerns you may have. Please continue to monitor your UVA email for messages from our office.

I am a UVA student currently abroad in Europe or the UK. How does the March 11 Presidential Proclamation – which suspends the entry of most foreign nationals who have been in certain European countries during the 14 days prior to their scheduled arrival to the United States – affect me?

If you are an international student who plans to return to the U.S. after the implementation of the travel prohibition at midnight March 13, please contact the closest U.S. Embassy or Consulate for guidance. UVA’s International Student and Scholar Advisors will also seek clarification from the U.S. Department of State.

UVA’s senior leadership is closely following this evolving situation and stands ready to provide appropriate assistance to our students in navigating emerging travel regulations. Please contact +1 434-982-3010 or [email protected] with any specific concerns you may have. Please continue to monitor your UVA email for messages from our office.

What countries are Warning Level 3, and what does that mean?

The CDC maintains a current list of Warning Level 3 countries and advises all travelers to avoid all nonessential travel to those countries due to widespread concerns about local health conditions.

Will students, faculty, or staff arriving from areas impacted by COVID-19 be isolated?

Students returning to Virginia are expected to follow the guidelines of the Virginia Department of Health and CDC regarding any mandatory quarantine or isolation procedures. Students, faculty, and staff are instructed to follow the CDC’s guidance for self-isolation if traveling from countries with widespread sustained transmission of COVID-19. Employees should contact the HR Solutions Center at 434-243-3344 or [email protected] for any questions about leave. Students returning from affected areas to other states should follow guidelines from their state's public health department.

Travelers from countries with CDC Level 3 Travel Health Notices may face restrictions upon entering the U.S. Any U.S. citizen returning to the U.S. who has been in Hubei Province in the previous 14 days will be subject to up to 14 days of mandatory quarantine, to ensure they’re provided proper medical care and health screening. This applies only to U.S. citizens who have been in Hubei Province in the past 14 days. Any U.S. citizen returning to the U.S. who has been in the rest of mainland China within the previous 14 days will undergo proactive entry health screening at a select number of ports of entry and up to 14 days of monitored self-quarantine to ensure they have not contracted the virus and do not pose a public health risk. Foreign nationals, other than immediate family of U.S. citizens and permanent residents, who have traveled to China within the last 14 days will be denied entry into the U.S. for this time.

Can I be reimbursed for travel canceled related to the University’s guidance regarding the COVID-19?

Under certain circumstances, reimbursements for planned travel are possible. Please visit the a dedicated page on the TravelUVA site for details.

Can I still participate in education abroad this summer?

With the U.S. Department of State Global Health Advisory - Level 4: Do Not Travel for all locations outside the U.S. and CDC Level 3 Warning: Avoid Nonessential Travel for many countries, on Friday, March 20, UVA leadership elected to cancel summer education abroad programs.

Recognizing the risks to students, faculty and staff that the current world situation poses, student international travel for University-related purposes (including credit-bearing study abroad, research, and internships) has been suspended for Summer 2020.This includes student participation in non-UVA education abroad programs.

If you are interested in taking classes over summer, please check the Summer Session website. If you would like to discuss education abroad options for future terms, please schedule an appointment with an Education Abroad Advisor.

What is the status of student international travel for university-related purposes?

The University suspended all of its current study-abroad programs. For further information contact the International Studies Office.