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How would a program participant or recipient employee recoup incurred expenses associated with cancellation if the participant or employee must cancel travel to a meeting or other event either because the event was cancelled, flights were cancelled, or the participant or employee is affected by COVID-19?

The program participant or employee would first request reimbursement for the fees from the recipient and include documentation of the cancellation fees and their inability to obtain a waiver. The recipient would then submit an email to the Grant Specialist and Project Officer requesting approval to charge the program participant(s) or employee travel cancellation fee(s) to the EPA grant along with a brief justification. Recipients can request “blanket” approval to cover travel cancellation fees for an entire event provided the travelers sought waivers for the cancellation fees. An authorized EPA Official would then provide approval to charge the travel cancellation fee(s) to the EPA grant.  Recipients should not assume additional funds will be available if the costs for cancellation or other fees result in a shortage of funds to eventually carry out the award.

Return to Frequent Questions about Grants and Coronavirus (COVID-19).