The first step is to ensure the traveler has exhausted all measures to obtain a refund or credit/voucher toward a future trip. If the traveler receives a refund and the traveler has been reimbursed (i.e. airline tickets, first night’s hotel deposit, etc.), by the university then the traveler owes the university. Please seek reimbursement from the traveler.

If the traveler receives a refund and the traveler has not been reimbursed, there is nothing else you need to do.

Please note most airlines are providing transferable vouchers if the travel was cancelled, but this differs greatly by the airline and the circumstances related to the travel cancellations. Most if not all hotels will refund for the first night’s deposit.

If your traveler used one of the university’s preferred travel providers, the agency will work with you and provide information on unused vouchers. One of the advantages to using one of the university’s preferred travel providers is the support provided with cancellations and the visibility to unused tickets/vouchers.

If the traveler receives a voucher or credit toward a future trip and the original purchase was not through one of the university’s preferred travel providers, you will need to keep track of it to determine if there could be a use for a future trip either for that traveler or another traveler within your department (if a transferable voucher). Currently airlines are allowing for transferability with some future vouchers. Please keep in mind, there is an expiration date on the airline vouchers.

If the traveler receives a voucher and has not yet been reimbursed, the traveler should seek reimbursement and ensure use on a future trip. If the traveler has been reimbursed, the voucher still needs tracked for future use.

If the purchase was made via a department PCard, the same steps apply with respect to receiving and tracking a voucher for future trips.