14.17 Cancellations/Corrections

last updated: 10/02/2011

NOTE: 14.17 has been updated to reflect changes resulting from the implementation of UAccess Financials. There was no change to policy. This section is currently in review and additional revision may be necessary.

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. Failure to submit repayment with a cancellation will result in a payroll deduction for the entire amount of the advance.

   Repaying a Travel Advance - Tutorial

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 non refundable 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."