Expensing Cancelled Trips
- Nehal Gupta
- Alyssa Wojcik
In an effort to simplify and streamline the expense report process we have recently updated the guidelines for cancelled tickets originally purchased through Concur or Anthony travel that are expected to be charged to a UConn KFS account.
Table of Contents
When to Expense Cancelled Trips
As soon as you know that your trip needs be cancelled, reach out to Anthony travel to request the cancellation and request a refund.
If the cancellation results in a refund where the Travel Card was used for the purchase add both the original airfare charge and the refund to the expense report and submit for approval.
If the cancellation results in a refund where a personal card was used no expense report is required to be submitted as the refund will be issued directly to your personal card.
If the cancellation instead results in an airline credit add the original airfare charge to an expense report and submit for approval.
Your airline credit will be in Anthony Travel’s UConn Travel Bank for your future use towards another UConn Business Trip.
If you have no future UConn Business travel plans, advise Anthony travel to allow them to proceed with name changes on eligible tickets to allow other UConn travelers to use the credit so that it is not a lost value.
If a name change occurs Anthony Travel will provide a report to the Accounts Payable department with the new KFS account the charges should be transferred to, which will be done via a General Ledger Transfer (GLT) in KFS after the concur expense report is fully approved.
Additional Information
On each expense report indicate in comments that the airfare expense is from a cancelled trip, also indicate if you have a future trip that you will be using the credit towards.
Cancelled airfare expenses are not allowed to be expensed to a research grant KFS accounts so travelers will need to enter either an IDC account or departmental account in Concur for processing. If the credit is reused in the future for a research grant related trip you can proceed to do a GLT in KFS at that time to transfer the charges to the grant KFS account.
Logging In
Navigate to any web browser.
Access Concur by logging in through our website at Travel Services and clicking “Login to Concur Travel & Expense.”
Starting from an Approved Request
UConn related business travel, that includes Air, Car Rental, and/or Hotel, must have a Travel Request (within Concur) submitted and approved before the start of that trip. Cancelled trips also require the fully approved travel request to reconcile travel expenses even through travel has not yet taken place.
From the Concur homepage, click the Home dropdown in the upper left-hand corner and select Request.
Click the drop-down arrow beside view and select Approved from the drop-down list.
Locate the appropriate approved request and click on it to open the request.
Click Create Expense Report from the top right of the approved request. The expense report is created, auto filling most of the report header fields from the linked request.
Click the Expense Detail drop-down arrow and select Report Header to review the fields that automatically feed over from the linked Travel Request for accuracy.
Update the Business Travel State Date, End Date and Personal Travel fields. If Personal Travel is Y, specific dates should be entered in the Personal Travel Dates field.
If the cancelled trip was originally schedule for a future date you may be required to change the Business start and end date on the report header to a date in the past in order to submit the expenses.
If this Expense Report is being created by an employee for charges incurred on behalf of the Guest to the Employee’s Travel Card select the Traveler Type of Guest and answer the question to state whether the pre-approval was obtained through a Concur Travel Request or if Pre-approval is maintained by the Department or is attached. Supporting documents can be attached to the expense report via the Manage Receipts drop-down menu.
If this Expense report is being created in an Employee’s profile for a Student’s Airfare that has been charged to the Employee’s Travel Card, the employee is required to choose the appropriate Traveler type for the Student.
Enter a Travel Award No. when applicable.
When applicable, UCPEA/AAUP award letter must be attached to expense report prior to submission.
Update any other header fields, as necessary.
Scroll to the bottom of the Report Header. The Claim Travel Allowance menu displays.
Click NO, since this is a cancelled trip and no travel took place.
Adding Expenses
When using the UConn Travel Card, transactions automatically feed into the travelers Available Expenses queue within the Expense module.
Imported Travel Card transactions will minimize data entry – automatically creating an expense line item, populating required fields, etc.
Travelers can also use the Create New Expense menu for out of pocket transactions.
Adding Travel Card Expenses
From the open expense report, click Add Expense.
Click Available Expenses. A list of Travel Card Expenses display.
From the Available Expenses menu, click the check box(es) for the appropriate expenses to be added to the current expense report.
Click Add to Report.
If the ticket was purchased on the UConn Travel Card and resulted in a refund, move both the original transaction and the refund to the expense report.
Click the checkbox beside the Travel Card transaction added to the expense report to verify or update the Expense Type is correct. Click the Expense Type drop-down arrow to select a different expense type if necessary.
Complete all required fields marked with a red asterisk.
Complete optional fields, as necessary.
As necessary, click any of the following:
Click Itemizations (to itemize the expense into multiple expense types).
Click Allocate (to allocate the expense to one or more KFS accounts).
Click Attach Receipt Image (to upload and attach receipt images).
Attendees (to add the name of the individual who used the expense).
Adding Out-of-Pocket Expenses
Out of Pocket expenses must be added manually from within an open expense report.
From the open expense report, click Add Expense.
Click Create New Expense.
Select the appropriate expense type from the options available or type the expense type in the search field.
Complete all required fields marked with a red asterisk.
Complete optional fields, as necessary.
As necessary, click any of the following:
Click Itemizations (to itemize the expense into multiple expense types).
Click Allocate (to allocate the expense to one or more KFS accounts).
Click Attach Receipt Image (to upload and attach receipt images).
Attendees (to add the name of the individual who used the expense).
Submitting your Report
On the expense report page, click Submit Report.
Scroll through and read to the end of the Attestation.
Click Accept & Submit. The Report Totals window displays.
Review the information for accuracy, and then click Submit Report. The Report Status window appears.
Click Close.
Closing/Inactivating a Request
If travel that was purchased solely on a Personal credit card has been cancelled with a resulting full refund, travelers do not need to create an expense report, however, the previously approved Travel request will need to be closed/inactivated.
From the Concur homepage, click Requests from the top ribbon.
Click the name of the Request you want to Close to open that request.
Click the More Actions drop-down arrow and select Close Request then clock OK.
Additional Support
For help with Concur, contact travel@uconn.edu.
For additional reference material, refer to the Training and Resources page located on the Travel Services page.