14.17 Travel Changes and Cancellations

Policy Information

Purpose and Summary

To provide the requirements and guidelines for handling changes or cancellation to University business travel plans for employees, students, Designated Campus Colleagues (DCCs) and vendors. 

Source

Arizona Revised Statues
State of Arizona Accounting Manual

Scope

This policy applies to all University locations and units, including all University extensions, satellite locations, and off-site campus units, both domestic and international. 

Definitions

1. Designated Campus Colleagues (DCCs): Individuals classified as affiliates, associates, volunteers, or interns, as defined by Human Resources.
2. Travel Request: A request completed in the Travel & Expense system utilized to document and budget University travel. The Travel Request serves as the official University record of the business trip regardless of funding source.  
3. Travel Cash Advance: An cash advance issued to a Traveler seven days in advance of the trip to ease the burden of out-of-pocket expenses while conducting University business. The amount is determined based on a budget assessment of the trip. See 14.11 Travel Payment & Funding for additional details and alternative payment methods.  
4. Travel Expense Report: A document reconciles business travel costs in the Travel & Expense System. It consolidates out-of-pocket purchases, University Card transactions, and travel allowances (such as per diems) so employees can be reimbursed and the University can track spending. See Travel & Expense Training Page.
5. Traveler: Individual traveling on University of Arizona business to include employees, students, and Designated Campus Colleagues. 

Policy

General

1. If a Travel Cash Advance was issued and the trip has been cancelled , the traveler must repay the advance to the University within 10 business days from the date of cancellation. Travelers are responsible for returning the entire amount of the Travel Cash Advance to the University. Travel Cash Advances that remain unsettled 30 days after the trip will be charged to the department account and may be collected through a deduction from an employee's salary or wages.  
2. Cancellation fees and late fees are discouraged but may be reimbursable when incurred as the result of a documented business need or due to a serious unpredictable or unavoidable circumstance. Such determinations are at the discretion of department leadership. Fees incurred for personal reasons or circumstances that could reasonably have been avoided are not allowable.
3. Business offices are responsible for tracking and maintaining records of unused airline tickets and other travel-related vendor credits, and for retaining documentation demonstrating how such credits are applied to future University business travel.
4. Transportation expenses paid in advance to obtain lower rates that are later forefeited due to employee illness or personal emergency are allowed to be paid by the department at its discretion.
5. Cancellation or change fees resulting from a Traveler’s failure to cancel or modify a flight, reservation, or other transportation arrangements within the vendor’s required timeframe are not reimbursable. This restriction does not apply when the fee results from an approved business need or a documented unforeseeable and unavoidable circumstance. The traveler is personally responsible for fees resulting from their failure to take timely action..  
6. Costs incurred due to a Traveler’s booking error are not reimbursable if the vendor declines to issue a refund or credit. If such costs are charged to a University-issued payment method, the Traveler may be responsible for promptly reimbursing the University. 

Procedures

Travel Cash Advance

1. If a Travel Cash Advance was issued and the trip has been cancelled, notify the Travel team at FNAB-Travel&Expense@arizona.edu and provide the following information:
   1. Travel Request Number,
   2. Departure date, and
   3. Reason for cancellation.
2. When notification is received at least (7) days prior to departure, the Travel team will cancel the Travel Cash Advance, and the advance will not be issued to the Traveler. If the notification is received after the advance has been issued, the business office should deposit repayment from the traveler for the full amount of the Travel Cash Advance using a Cash Receipt in UAccess or paying the amount via personal credit card. Credit card payments may incur processing fees, which are the responsibility of the employee.
3. In situations where the Traveler or business office cancels a trip that does not include a Travel Cash Advance, there is no requirement to notify the Travel team. However, if the trip was to an international destination, the business office should notify UA Global so that they may withdraw the Traveler from the International Travel Registry.

Conference Registration

4. If the conference is cancelled by the event organizer, the registration fee should be refundable. Request a refund from the organizer and deposit funds into the account from which the registration fee was paid, crediting the original object code. If the conference registration fee is non-refundable due to personal cancellation, absorbing the expense is at the discretion of the department leadership.
   1. For out-of-pocket expenses, the employee may be reimbursed by submitting a Travel Expense Report with supporting documentation, to include the following: proof of payment and a brief description of the extenuating circumstances.  

Transportation

5. If the airline ticket is refundable, contact the airline to determine the course of action required to receive a refund or credit voucher.
   1. Credit vouchers should (if applicable) be transferred to the University’s name and maintained within the business office and utilized for future business trips.
   2. Credit vouchers issued to the individual Traveler should be maintained in the business office and utilized for future travel for the named Traveler.
   3. When a refundable airline ticket is purchased with the University Card, the ticket must be transferred into the University’s name and maintained in the business office. Reasonable administrative fees associated with the transfer area allowable.
6. If the airline ticket is non-refundable, contact the airline for possible credit voucher for future University business.
7. To receive reimbursement for a change fee or cancellation of transportation expense(s), a Travel Expense Report should be initiated and must state the business-related reason for the cancellation and/or change in travel itinerary.
   1. Supporting documentation should include proof of payment, notification from the airline, and any transportation receipts for expenses incurred.
8. If the airline credit voucher is refunded in the Traveler’s name for airfare previously paid by the University or reimbursed by the University, the traveler may choose to use the credit voucher for personal travel only after reimbursing the University for the value of the credit.  

Lodging

9. When lodging accommodations are cancelled, the lodging establishment may charge a cancellation fee, including the first night’s stay, depending on the timing of the cancellation. Such expenses may be paid by the department when appropriately justified. Supporting documentation should include the lodging invoice and a brief explanation of the circumstances.

Travel Agency

10. The University’s designated travel partner, Anthony Travel, should be utilized whenever possible to ensure enhanced travel support, particularly for airfare bookings.
11. Use of Anthony Travel provides access to professional assistance with booking flights, monitoring itinerary changes (including delays and cancellations), and managing unused ticket credits. In most cases, ticket credits secured through Anthony Travel may be applied for use by other individuals within the same department, maximizing cost efficiency and flexibility.
12. When travel booked through an alternative travel agency is cancelled, work directly with the travel agency for a refund or credit voucher. If the credit voucher can only be issued to the Traveler, the Traveler must repay the University for the credit voucher. Administrative or service fees charged by the travel agency that are not refundable may be an allowable business expense. If the Traveler is unable to repay the University, contact Trave & Expense team at 520-621-9097 or FNAB-Travel&Expense@arizona.edu.

Frequently Asked Questions

1. A Traveler purchased an airline ticket out of pocket, and has not been reimbursed, but has no future business travel plans. How do we handle this? 
   The Traveler may use the airline ticket for personal travel as there is no cost to the University. If the Traveler exchanges the ticket for future use, the traveler cannot seek reimbursement until the ticket is used for University business purposes
    
2. A Traveler purchased an airline ticket out of pocket and has been reimbursed by the University but has no future University business travel plans. How do we handle this? 
   Every attempt should be made to transfer the ticket to the University for use on future business travel. If the ticket cannot be transferred to the University, and the Traveler will utilize the ticket for personal use, the Traveler must repay the University for the expenses incurred. 
    
3. A conference the Traveler was scheduled to attend was cancelled and the Traveler has decided to utilize the transportation and lodging arrangements for a personal trip. How do we handle this? 
   These are now personal expenses, and the traveler must repay the University for all expenses incurred by the University. 
    
4. Business travel to a conference has been cancelled and the lodging venue is charging for first night of stay regardless of timely cancellation provided to hotel. How do we handle this? 
   A Travel Expense Report should be submitted. Supporting documentation should include the original receipt showing the expense incurred by the traveler, proof of payment, any correspondence with the lodging establishment, and a brief explanation of the circumstances resulting in the cancellation. 

Related Information

14.10 Travel Request Approval
14.11 Travel Payment & Funding
14.12 Accountable Plan
14.13 Meal Travel Allowance
14.14 Lodging
14.15 Transportation
14.17 Travel Changes and Cancellations 
Business Purpose Guide 
Travel & Expense Training Page
Travel & Expense Frequently Asked Questions  

* Please note that sections titled Frequently Asked Questions and Related Information are provided solely for the convenience of users and are not part of the official University policy.