14.17 Cancellations/Corrections

last updated: 1/13/04

Canceling a Travel Authorization/Trip

1. Travel Advances: If your trip has been canceled and you received an advance, the advance is repayable to the University within 10 days from the date of cancellation. Travelers are responsible for returning the entire amount of the advance to the university. Deposit a personal check referencing the GL account number, and let FSO-Operations know the  Distribution of Deposit (DDF) number. . Failure to submit repayment with a cancellation will result in a payroll deduction for the entire amount of the advance.

    

2. Airline tickets: If you had a refundable airline ticket, return the ticket to the travel agent and request a credit. Once you receive a credit for the ticket, you can then issue a repayment to the University for the advance. Normally the credit will take more than 10 days, so please keep Financial Services - Operations informed. If you had a nonrefundable airline ticket, attach the ticket to the Travel Expense Report and process normally.

   If this is an E-Ticket and you cannot attach the original ticket fill out the E-Ticket form stating that the department will use any credit for University Travel Only.

3. Registration fees: If your trip is canceled and the registration fee is refundable, request a credit and repay the advance. If the registration fees are nonrefundable, attach proof of payment and process normally.

    

4. Travel Authorization:  Send a copy of the Travel Authorization to Financial Services - Operations marked "CANCEL."

   Correcting Travel Encumbrances

5. To remove an erroneous encumbrance, send a copy of the Open Commitment's Status section of FRS Report FBM090, Account Statement, or a printout of screen 20 or 21 to Financial Services - Operations. Highlight the encumbrance that should be removed.

   Correcting Travel Expenditures

6. To correct an erroneous expenditure (one that should not be charged to the account), prepare a Request for Accounting Assistance form. Attach a copy of the FRS Report FBM091, Report of Transactions, or a print out of screen 23. Highlight the erroneous expenditure. Forward to the appropriate fund accountant.