include contact’s name and phone number at the bottom of the form in the event more information is needed. The travel advance amount is subtracted from the total on the Travel Reimbursement Form, which is to be submitted within 30 days of the return date. Failure to repay a travel advance within 30 days of the trip can result in a deduction from traveler’s paycheck and may not be eligible for future travel advances from the University. Always use the same fund, organization, and account numbers when processing the reimbursement that were used on the Travel Advance. VII CANCELED When a trip is canceled, the travel reimbursement must be processed and on record in the Travel Office. If processed more than 30 days after the returned date, a memo of department justification must be attached. Steps used in processing a Canceled Trip: Complete section one of the new travel reimbursement form. This form is located on the Accounts Payable website. The traveler’s signature as well as the supervisor’s signature is required. Once the department has been informed that the trip has been canceled, note canceled in the cost estimate area. Keep travel form in the department Do not send to the Travel Office. Pre-Paid Airline Tickets for Canceled Trips If an airline ticket has been purchased by the University to be used on a trip that is subsequently canceled, the department needs to contact the airline to rebook if possible or check to see if a credit voucher can be given, in order to avoid losing the airline ticket entirely. Usually the airline will charge a rebooking fee and the ticket will be good for one year. Need a memo explaining why the trip was cancelled and a copy of the Airline itinerary in the department file. When the travel is rebooked, you will note on the travel form the prior canceled trip and explain any fees to change the airline ticket.
include contact’s name and phone number at the bottom of the form in the event more information is needed. The travel advance amount is subtracted from the total on the Travel Reimbursement Form, which is to be submitted within 30 days of the return date. Failure to repay a travel advance within 30 days of the trip can result in a deduction from traveler’s paycheck and may not be eligible for future travel advances from the University. Always use the same fund, organization, and account numbers when processing the reimbursement that were used on the Travel Advance. VII CANCELED When a trip is canceled, the travel reimbursement must be processed and on record in the Travel Office. If processed more than 30 days after the returned date, a memo of department justification must be attached. Steps used in processing a Canceled Trip: Complete section one of the new travel reimbursement form. This form is located on the Accounts Payable website. The traveler’s signature as well as the supervisor’s signature is required. Once the department has been informed that the trip has been canceled, note canceled in the cost estimate area. Keep travel form in the department Do not send to the Travel Office. Pre-Paid Airline Tickets for Canceled Trips If an airline ticket has been purchased by the University to be used on a trip that is subsequently canceled, the department needs to contact the airline to rebook if possible or check to see if a credit voucher can be given, in order to avoid losing the airline ticket entirely. Usually the airline will charge a rebooking fee and the ticket will be good for one year. Need a memo explaining why the trip was cancelled and a copy of the Airline itinerary in the department file. When the travel is rebooked, you will note on the travel form the prior canceled trip and explain any fees to change the airline ticket.
Travel_Office_Training_Guide.docx