Trip Cancellation or Changes
If an emergency occurs and a business trip must be canceled or changed, the Business Office must be contacted as soon as possible. An emergency includes illness or death of traveler or immediate family member. All other reasons for canceling or changing the trip must be approved, in writing, by the individual who approved the original Form 17.
The employee is required to reimburse the University if the airline ticket or hotel (required prepayment) was booked using the University Purchasing Card and if the trip was canceled for a reason other than an emergency or special exception. If the traveler is negligent in notifying the CTA, business office travel clerk, airline, hotel, or car rental agency in the case of a cancellation or change, penalties incurred are the responsibility of the traveler.
The department or unit business manager, in conjunction with the CTA, business office travel clerk and the traveler, are responsible for managing prepaid travel expenses to avoid penalty charges.
Airfare
The unused airfare ticket must be attached to the Form 25 and sent to the Certified Travel Arranger (CTA) or the Business Office travel clerk if there is a reimbursement and it cannot be exchanged for a future trip.
When a "non-refundable" ticket is purchased, then the trip is canceled by the department or traveler, the flight is missed by the traveler, or the ticket is unused for any other reason, the unused ticket will have no value toward the purchase of another ticket after the departure date and time on the ticket. However, the ticket may be exchanged on or before the departure date and time of each ticketed flight segment. Generally the exchange fee is $100-$150 which is reimbursable with proper documentation.
Unused tickets are tracked on the left-hand side of the traveler's ECT home page. The traveler or CTA will be alerted that a ticket is available for exchange when booking another trip.
If the ticket can be exchanged for a future 'business only' trip, the ticket should be held in the Business Office until the traveler requests the ticket for reissuing purposes. If the airfare was purchased using Expedia Corporate Travel (ECT), see To Exchange Tickets in ECT.
Hotel
The CTA, business office travel clerk, or the traveler is responsible for timely hotel notification to avoid possible penalties. The traveler should always be made aware of the hotel property's cancellation policy.
Lodging can be changed or canceled according to each property's rules and restrictions. Some properties impose penalties, such as one night's stay, if the reservation is canceled within the specified number of days prior to the scheduled check-in date.
How to Handle Trip Cancellation or Changes In Egencia Corporate Travel (ECT)
Once the Business Office has been contacted, trips created in ECT can be canceled or changed per the following guidelines. ECT cancellations or changes may be done by either the traveler or the Certified Travel Arranger.
Flights
To exchange tickets in ECT — e-tickets only
To access, go to My Trips then select the itinerary and Exchange this itinerary.
Eligibility:
- Domestic tickets only (must not have been converted to paper)
- Published fares and Web fares
- Airlines: Alaska Airlines, American Airlines, Hawaiian Airlines, Midwest Airlines, Northwest Airlines, US Airways, Delta Air Lines, United Airlines, America West, Continental Airlines
- Round-trip, One-Way and Multi-Destination Trips within the 50 United States
Available exchange types:
- Even exchanges (no additional charges to customer)
- New charges in excess of original fare
- Small refunds — $25 or less refund after penalty/fare cost difference
- Same airline only
NOT eligible are:
- En-route changes, changes after trip has started
- Past-date/unused ticket exchanges
- Exchanges that result in a refund greater than $25
Hotel reservations
Lodging can be changed or cancelled according to each property's rules and restrictions. Some properties impose penalties, such as one night's stay, if a reservation is canceled within a specified number of days prior to the scheduled check-in date.
To Change or Cancel Hotel Reservations in ECT
To cancel a lodging reservation in ECT, go to My Trips and open the itinerary that needs to be canceled. Click on Cancel This Reservation and click on See rules and details on cancellation and changes to review the rules and restrictions of the hotel.
To change a lodging reservation that was booked in ECT, call 1-800-742-3943 (outside US 1-702-939-2532) to make change arrangements.
Rental car reservations
The car rental company requires a credit card to guarantee reservations.
Any change or cancellation must be made at least 72 hours before the scheduled pick-up time to avoid penalties.
A valid credit card in the driver's name must be presented at time of vehicle pickup to guarantee against any additional charges and delays. Debit and check cards may only be used as a form of payment at the end of a rental, but cannot be used as identification when picking up the vehicle.
To Change or Cancel Car Rental Reservations in ECT
Go to My Trips and open the itinerary that contains the rental car reservation you wish to cancel. Click Cancel this car reservation and verify the cancellation on the following page.
To change a car rental reservation that was booked in ECT, call 1-800-742-3943 (outside US 1-702-939-2532) to make change arrangements.
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