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 the 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 unused airfare ticket must be attached to the Form 25 and sent to the Business Office if there is a reimbursement and it cannot be exchanged for a future 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 it for reissuing purposes.

When a "non-refundable" ticket is purchased, then the trip is cancelled by the department or traveler, 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 which is reimbursable with proper documentation.

If the airline ticket has been purchased using the University purchasing card, the employee will be required to reimburse the University if the trip has been canceled for a reason other than described above.

Visit Airline Policies on Paper and NonRefundable Tickets for more detailed information about each airline.