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[mccfan]

I am supposed to be flying to Germany in 2 weeks to give a paper.  I had to renew my passport to take this trip.  So, at the end of May, when the College approved my travel request, I paid to have a new passport expedited.  The passport folks who took my application said it would take 4 weeks.  It has been 6.5 weeks, and there is still no sign of my passport.  The airplane ticket is charged to my personal credit card.  Normally, we file for reimbursement once we get back.  I am concerned that I may have to eat the whole cost of this ticket (not to mention the hotel I have booked but may not get to use).

So, I am wondering if I can get any of my expenses reimbursed in the event that my passport does not arrive and I cannot go.  I will ask at work, but I thought I would post here to see if anyone has had any similar experience and what happened to them.

I feel like this is partly beyond my control--not as beyond my control as a sudden illness, but not just a voluntary ditch on my part.  So, in your opinion, would it be unfair to ask the College to reimburse my conference registration (conference fees are an approved expense and I have sent in my paper)?  Any other thoughts?

BTW, I have talked to the passport customer "service" folk and they tell me that my application is "in process" at one of the offices that has no appointments until 3 days after my flight. I am going to call my member of Congress tomorrow to see if his office can get them moving faster--you never know.

[daniel_von_flanagan]

Buy some travel insurance, pronto. - DvF

[larryc]

There are congressional hearings going on about the screwups at the passport office. Print off some articles about the problem from the NY Times website and go see your chair.

[mytiaraisaskew]

I think I saw something in the news that they are letting people fly with the passport application instead of the actual passport since the backup is so ridiculous.  It might only be to certain destinations, but hopefully your congressperson will be able to do something.  Gotta love government buracracy.

[engineer_adrift]

As a chair, I'd find a way to pay this for you.

[daniel_von_flanagan]

A trip cancellation policy should only cost around $50 (talk to your insurance agent, or go to an online site like insuremytrip.com).  Maybe you can get your chair to pay for that.  (But do it soon, as I think the price increases as you approach departure.)  - DvF

[monsterx]

My institution has an automatic travel insurance policy covering everyone, any time they go on a scheduled business trip.  Maybe yours does to?  Probably worth asking before buying your own.

[oldfullprof]

We had this come up.  I co-manage a campus organization that issues faculty travel grants among other things.  We can't get paid without boarding passes.  So, we can't cover missed trips, even if there are good excuses.

[ptprof]

Not to be a pain in the a$$ here, but why did you wait so long to apply for your passport?  The pathetic incompetence at handling the surge in passport applications has been well documented?  I may be going abroad in December and have already submitted my application for a passport renewal which may take 10-12 weeks or more.

Hopefully this thread will remind people that when dealing with govt agencies, allow LOTS and LOTS of time.

[tenured_feminist]

I guess this is one of those where you could ask really nicely but not be too surprised if the answer is no. If you are at a state institution, managing this could require some, uh, creativity on the part of someone, given how strict administrative regs can be about reimbursing travel.

[dr_crankypants]

I would probably not expect it.  Get travel insurance, but check that it would cover this kind of cancellation (it can be ridiculously narrow).

BUT, I'd probably focus your energy on getting that passport.  My understanding is that the passport people are processing things according to the date of travel, and cutting it quite close (providing them with only a day or two to spare).  But I've heard that there are things that people can do, when they have imminent travel plans.  I just don't know what they are.  But perhaps other forumites do....

[avaya]

Definitely call your congressional rep's office.  Tell them 1) you have to leave in less than 2 weeks to go to Germany 2) the passport office said they don't have an appt until 3 days after you are supposed to leave and 3) you had to pay thousands out of pocket for the trip and you won't be reimbursed by your employer unless you actually take the trip.

This will let them know that you have a serious situation.  My understanding is that they will issue you a special letter that will allow you to get an appt with the passport office right away.

[b_iologist]

My mom recently ended up at some kind of passport office in the next state, standing on line for 10 hours, the day before her trip to Europe...  but she got the passport before she left. 
Go to the passport website, call the phone number that is listed, go back to website, make sure you tell them you are leaving imminently, and eventually they will tell you which office you can visit to stand in line all day and get a passport on the spot.  If I could remember mom's story better I would tell you which number/website provided the magical information.
They will not even reveal this option until the trip is in less than 5 days, or some such nonsense.  Good luck.

[paprof]

Another option is to email the National Passport Information Center. I used it in January for my daughter's passport. More info can be found here:

http://travel.state.gov/passport/about/npic/npic_896.html

Good luck!