Faculty and Staff

Canceling a Travel Event

Last updated October 29, 2009 2:28:32 PM PDT
Give more feedback

If you purchased airfare for an event that has subsequently been canceled, use this guide to cancel airfare and reconcile the outstanding event.

Note: If airfare or other purchases were not made, follow these steps to cancel the event:

  1. Go to TravelLink, and select Going on a Trip.
  2. Enter the traveler ID and event number.
  3. Select View document, check Cancel this document, and click Submit.
    If the event continues to show as outstanding in TravelLink, contact UCSD Travel.

Expand all

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 a future booking.

2. Determine whether the fare is refundable.

  • Ask if the fare can be refunded or 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 non-refundable, but can be used at a future date, must be reconciled by completing a Travel Expense Form (TEF). The campus department is responsible for ensuring that a credit for a non-refundable ticket is used only for UCSD business travel.

3. Pay service fees, if applicable.

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 step 5.

  • If you do not have access to TravelLink, find out about access and training or contact your business administrator.

5. Complete a Travel Expense Form (TEF).

  • List on the Travel Expense Form (TEF) 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 an airfare credit is used for a future event, enter the amount in the UCSD prepaid field and indicate in the remarks section that an airfare credit was used for the event.

6. Retain a copy of the TEF and mail the original.

  • Make a copy of the completed TEF, as well as any associated receipts for your records.
  • Send the original TEF to your department business office, if required, or directly to:

  • UCSD Travel
    Mail Code: 0998

7. Check the status of the TEF.

  • Allow up to 4 working days for a TEF to be audited and reconciled. UCSD Travel processes TEFs beginning the day they are received.
  • You can check the status of a TEF at anytime on the Event Summary screen in TravelLink.

Expand all

For more information, contact UCSD Travel or an individual Travel Team member.

Notice: UCSD travel policy, as published in Blink, is decisive. It has been adapted to UCSD's organization, delegation of authority, terminology, chart of accounts, and processing applications. The source for UCSD travel policy is UC Travel Policy and Regulations.