PRO-U5348.10C Reporting and Reconciling Travel Expenses Due to Changes or Cancellations
Action By:
Traveler
- Notifies the following individuals about changes to, or need to cancel, travel arrangements:
- Supervisor,
- Budget authority, and
- Employee who made charges on department Pcard (if this person is not also the budget authority).
- Contacts vendors (airlines, hotels, rental car agencies, conference sponsors, etc.) to request refunds.
- If refunded in full, attaches documentation to travel authorization noting allowable reason (see Section 3b. below).
- If credit is issued:
- Understands that per policy, credit may be used for university business travel only. Using a credit/voucher for personal use is strictly prohibited and considered theft of state resources and an ethics violation.
- Surrenders credit documentation to department and budget authority.
- Attaches documentation of credit to Travel Authorization (TA) noting allowable reason (see Section 3b. below).
- If change/transfer/cancellation fees and/or other non-refundable expenses were incurred:
- Requests reimbursement through the on-line travel system in accordance with the Reporting and Reconciling Travel Expenses and Advances procedure (PRO-U35348.10B), and
- Notes one of the following allowable reasons in the “Describe” or “Comments” box under Expenditures to Report:
- University Business (describe)
- Changed or canceled business event,
- Airline changed or cancelled flight,
- Traveler’s own illness or injury,
- Illness or injury of traveler’s family member,
- Health and safety of the traveler, or
- Death of a family member.
If the change or cancellation reason is not listed above it will be considered personal and therefore, not reimbursable.
Budget Authority
- Maintains record of credits, expiration dates and tracks use.
- If learns that a traveler used a travel credit for personal use, reports situation such as to the employee’s supervisor or to Western’s Internal Audit directly or anonymously via Western’s Fraud and Ethics Hotline.
Procedure Information
Approved By:
Director of Business Services
Effective Date:
October 30, 2018