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Canceling a Travel Event

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

  • To cancel trip in MyTravel prior to final preauthorization approval (see video demo).

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1. Cancel the ticket

  • For Connexxus online bookings via Balboa Travel, see 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 (less change fees).

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 UC San Diego 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 in MyTravel. The campus department is responsible for ensuring that a credit for a non-refundable ticket is used only for UC San Diego business travel.

3. Pay service fees, if applicable

  • Travel agency service fees for issuing the ticket apply even if an event is canceled.

4. Verify advances and prepayments issued for the trip

  • Payments to travel agencies for service fees are often issued by UC San Diego Travel as advances or prepayments. View the trip summary in MyTravel 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 UC San Diego, these fees are usually listed on the trip summary screen and should be included when completing step 5.

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

5. Reconcile in MyTravel

  • Make sure all advances and prepayments issued for the trip, including airfare, are showing in the trip summary.
  • List any other expenses paid in advance by the traveler (when applicable).
  • Complete all fields requesting traveler/ event information.
  • Include the index, account, and amount to be charged for the trip expenses.
  • Attach required receipts, if applicable.
  • Submit MyTravel claim.
  • Note: When an airfare credit is used for a future event, make a note in the remarks section.


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