Claiming reimbursement for COVID-19 expenses

To assist you in claiming reimbursement for COVID-19 expenses, please find relevant instructions, documents and links here, which you may use to prepare and support your claim.

The Mechanism reimburses COVID-19 expenses such as PCR tests or quarantine hotel accommodation if:

  1. these are not covered by medical insurance, and
  2. are required by airlines, national authorities, or the Mechanism itself; and
  3. are related to Mechanism-paid travel or on the instruction of the Mechanism.

N.B.:

  • COVID-19 expenses will not be reimbursed in relation to private travel or other voluntary or private activity.
  • The Mechanism’s current policy is to only reimburse PCR tests. Serological or (rapid) antibody tests will not be reimbursed.

If the COVID-19 expense is in relation to official travel, the traveller is encouraged to already enter the (anticipated) expense in the Travel Request, and to attach supporting documentation. If not yet available at the time of the Travel Request, the supporting documentation must be attached to, and the claim line item(s) entered into, the Expense Report. Expense Reports without supporting documentation will result in denial of the expense claim.

You need not first claim your test expense with Cigna, as we understand that Cigna will not reimburse tests for asymptomatic people or for travel purposes.

You must attach:

  1. (A) document(s) stating the requirement for the expense. This can be:
    • A screenshot of national requirements to be tested negative prior to entry and/or to quarantine in a particular hotel for a particular duration. This can be found at the following link:
      IATA COVID-19 Travel Regulations Map
      As these are constantly updated, please ensure that the validity of the measure(s) covers your travel dates.
    • In the case of the Netherlands, Rwanda or Bosnia-Herzegovina, you can also find relevant links under the tab “National Measures” on this portal, or use these attachments:
    • If your test requirement is stipulated in a waiver to quarantine, please attach the waiver.
    • A screenshot of the airline in which the requirement is stipulated.
    • Any other document explaining the requirement.
  2. The actual receipt of the expense, showing the type of expense (e.g. PCR test), amount and currency, date, and your name. Submitting only a credit card or pin receipt is insufficient.

If the COVID-19 expense is incurred at the instruction of the Mechanism (non-travel-related), e.g. by the Medical Unit in relation to any of the COVID-19 scenarios.

  1. If you are symptomatic, you must first claim the expense from Cigna.
  2. If you are asymptomatic or your claim has been denied by Cigna in whole or in part, you may claim for reimbursement through a F.10 form. Request certification of the F.10 form from Paula Souverijn-Eisenberg, Sherrin Hill, Roseanna Pittman, Alice Kubai or David Falces, and thereafter submit it to Finance at irmct-invoicing [at] un.org.

You must attach:

  1. Proof that Cigna denied your claim in whole or in part, or a statement that you are asymptomatic and therefore haven’t claimed from Cigna.
  2. A document (e.g. email) stating the requirement for the expense. This can be:
    • An instruction from the Medical Unit.
    • An instruction from your supervisor in combination with an explanation of the applicable scenario.
    • Any other document explaining the requirement.
  3. The actual receipt of the expense, showing the type of expense (e.g. PCR test), amount and currency, date, and your name. Submitting only a credit card or pin receipt is insufficient.