University Vehicle Reservations
If a University vehicle has been reserved and a trip is cancelled or departure or return times are changed, notify the Transportation Services dispatcher at once. Failure to give notice could result in a charge to the department for rental of a vehicle that was not used.
If reservations have been made through Travel & Transport and the trip is cancelled, contact Travel & Transport as soon as possible. Credit vouchers will be issued for cancellations. The method and timing of credit varies depending on airline and cancellation fees may be charged.
If arrangements have been made for use of a charter bus or aircraft, or for use of a State or rental aircraft, and travel plans change or are cancelled, notify the Purchasing Department promptly. Failure to give prompt notice may result in a charge to the employee or the department for an unmade trip.
If employees are traveling in a University vehicle and travel plans change, notify the Transportation Services dispatcher at once. Failure to give notice could deprive another University traveler of a University vehicle and could result in an unnecessary charge to the department.
If traveling by air or by other common carrier service on a ticket purchased by the University, and a change in travel plans requires a change in tickets, follow these steps:
- Ask the carrier’s agent to pick up the unused portion of the original ticket and issue a new ticket for the revised transportation. This is a standard procedure that all airline counter clerks are instructed to follow.
- If the reissuance of the ticket requires an additional charge, the employee will have to pay for it by cash or credit card. Every effort should be made to get a receipt for all payments to support the claim for reimbursement. The State will not accept a personal credit card record as a valid receipt unless it is supported by a statement from the vendor showing how much was charged.
- If the reissuance of the ticket involves a refund rather than an additional charge, the clerk should have the carrier make a bookkeeping credit to the travel agency that issued the original ticket. Should the clerk insist, however, that the employee take the difference in cash, that employee must turn in the full amount of the refund either to the travel agency that issued the ticket or to the Purchasing Department as soon as the trip is completed.
- If travel plans change, leaving an unused portion of a ticket, return the unused portion of the ticket to the travel agency from which it was purchased. Send a letter to the travel agency along with the unused portion of the ticket requesting a refund to the department’s University cost object. Never destroy an unused ticket; always turn it in.