Accounts Payable

If a traveler has made a purchase for an upcoming trip that has been canceled:

• • Travelers and/or cardholders must make a good faith effort to secure refunds
  • Many airlines offer full vouchers for future travel when proper documentation is provided. Some restrictions may apply.
  • For travel expense reports, wait for the refund(s) to come in related to the event and add those to the existing report. Change the report header from the future travel dates to the date the final credit was received and add “Canceled” to the report name. All per diem and mileage entries need to be removed from the report.
  • For non-travel expense reports, submit transactions in the month they occur.
  • If a refund is not provided, documentation of efforts to obtain a refund should be included. The transactions must still be reconciled according to UT policies and procedures.
  • Departments decide if employee/student expenses should be recovered. Airfare vouchers for future travel should be redeemed for future business travel or allowed to expire. If the traveler wants to redeem for personal use, the value of the voucher should be repaid to UT.

If an event has been cancelled, will not be rescheduled, and no expenses were paid, an expense report is not needed and the approved request can be closed.