| What you, the travel preparer, should do |
How you should do it |
| 1 |
Cancel the ticket. |
- For Connexxus bookings, see Connexxus: Changing or Canceling a Booking.
- For other bookings, contact the source from which you purchased your ticket for cancellation.
Note: If you booked travel using Connexxus, the airfare credit will be available for future booking.
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| 2 |
Determine whether the fare is refundable. |
- Ask whether the fare can be refunded or if a credit can be issued for future travel.
- Refundable airfare billed to UCSD will be credited back to the Travel Card account. However, travel agency service fees still apply.
Note: Airfare that is not refundable but can be used at a future date must be reconciled by completing a paper Travel Expense Voucher (TEV) (Excel). The campus department is responsible for ensuring that a credit for a non-refundable ticket is used only for UCSD business travel.
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| 3 |
Pay for service fees. |
- Travel agency service fees for issuing the ticket apply even if an event is canceled.
- If you booked the ticket through Connexxus, proceed to Task 4.
- If you booked the ticket through a UCSD associate agency, see instructions for paying for associate agency service fees.
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| 4 |
Verify advances and prepayments issued for the trip. |
- Payments to travel agencies for service fees are often issued by UCSD Travel as advances or prepayments. View the Event Summary screen in TravelLink to verify all advances and prepayments for your trip.
Note: Other fees charged for voids, refunds, and ticket delivery may apply. If airfare was billed to UCSD, these fees are usually listed on the Event Summary screen and should be included when completing Task 5.
- If you do not have access to TravelLink, find out about access and training or contact your business administrator.
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| 5 |
Complete a paper Travel Expense Voucher (TEV) (Excel). |
- List on the TEV all advances and prepayments issued for the trip, including airfare.
- List any other expenses paid in advance by the traveler (when applicable).
- Complete all boxes requesting traveler/ event information.
- Include the index, account, and amount to be charged for the trip expenses.
- Acquire the traveler's signature as well as authorizing signature(s).
- Attach required receipts, if applicable.
Note: When the airfare credit is used for a future event, the airfare will not be included as an expense or advance on the TEV submitted for that event. Simply indicate in the "Remarks" section (box 16) that an airfare credit was used for the event.
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| 6 |
Retain a copy of the TEV and mail the original. |
- Make a copy of the completed TEV, as well as any associated receipts, for your records.
- Send the original TEV to your department business office, if required, or directly to:
UCSD Travel
Mail Code 0955
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| 7 |
Check the status of the TEV. |
- Allow up to 4 working days for a TEV to be audited and reconciled. UCSD Travel processes TEVs beginning the day they are received.
- You can check the status of a TEV at anytime on the "Event Summary" screen in TravelLink.
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