Anthony Travel – Unused Airfare / Name-Change Procedures

Purpose & Scope
When a traveler cancels their nonrefundable airline ticket that was booked through Concur
or Anthony Travel, an unused ticket credit is created for the traveler. This unused ticket
credit will be visible to the traveler in their Concur profile. Typically, the traveler has one
year from the date the ticket was issued to use this ticket for future business travel.

If a traveler does not intend to use this ticket for future travel, it would be beneficial to the
department and University to transfer this ticket to another traveler. Beginning 120 days
prior to expiration, Anthony Travel (AT) will send monthly notifications reminding the
traveler of the unused ticket on file and providing instructions if they do not have plans to
use it.

This document describes the University process for handling unused ticket credits, how
and when Anthony Travel will notify travelers, and the steps that Accounts Payable (AP) and
departments must follow when a name change or transfer is required.

Notification Timeline & Process
Anthony Travel sends reminders at 120 / 90 / 60 days before unused ticket credit expiration,
asking the traveler if they will be using their unused ticket credit before it expires, with 60
days being the final notice before expiration. If no response is received after the final
notice, Anthony Travel will proceed with the name-change process and notify AP.

• If you plan to reuse your unused ticket credit for a future trip, contact Anthony
Travel to rebook and notify your department if accounting allocations change.
• If you do not intend to use the unused ticket credit from your canceled trip,
contact Anthony Travel to request a name change.

AP’s role is to connect the traveler who canceled the ticket with the traveler who will use
the rebooked ticket and provide general guidance on the next steps of transferring the
unused ticket credit. Departments are responsible for completing the transfer of the
unused ticket credit within KFS and ensuring proper approvals.

Anthony Travel will evaluate whether paying a name-change fee is cost-effective. If fees
exceed the ticket value, Anthony Travel will not initiate a name change.

AP only receives the traveler’s contact information from Anthony Travel. Travelers must
forward AP’s email to their department’s fiscal lead as necessary and coordinate the
department’s response.

Reissued ticket costs may be comprised of three (3) transactions:

1. Name change fee – some airlines charge a name change fee which will be
   separately charged to the credit card of the traveler using the unused ticket credit.

2. Difference in airline fare/ticket price – if the new ticket fare is more than the
   unused ticket credit, there will be a separate charge for the fare difference to the
   credit card of the traveler using the unused ticket credit.

3. Internal charge for unused ticket credit – represents unused ticket credit from
   another traveler that was used to purchase the new ticket. This charge will be
   internal and will not be charged to any credit card.

Important:
The total cost of the airline ticket for the traveler using the unused ticket credit will always
equal the amount they would have paid if they purchased the ticket. Example if the new
ticket fare for the traveler is $800:

• Components of the transaction
ο Unused ticket credit used for new ticket - $500
ο Name change fee - $100
ο Difference in fare - $300 (new ticket $800 using $500 of unused ticket credit)
• The KFS account for department using the unused ticket credit will have 3 separate
transactions for a total of $800 as follows:

1. Name change fee on credit card of traveler using unused ticket credit -
   $100

2. Difference in fare on credit card of traveler using unused ticket credit -
   $300

3. Internal transfer of unused ticket credit - $400 ($500 unused ticket credit
   less $100 name change fee).

• The department that had the unused ticket credit will ultimately have $100 on their
KFS account. This represents the name change fee.

Overall, the department with the unused ticket credit will have in their KFS account charged
$100 versus $500 if they let the credit expire. A savings of $400 for the University and the
department.

Roles & Responsibilities
• Traveler:
o Contact Anthony Travel to initiate cancellation or change of plans. If unable
to get in touch with AT agent, please contact the airline. Never no show!
o Monitor notices, decide whether to use or transfer unused ticket credit.
o Forward AP’s name-change email to the department’s fiscal lead.
• Department Fiscal Lead:
o Assist traveler, provide KFS account information, and complete the transfer
of unused ticket credit expense in KFS.
o Confirm departmental approval for all charges or credits related to the
reissued ticket.
• Anthony Travel:
o Refund when possible. Send expiration notices, apply unused ticket credit,
and initiate name changes per airline rules.
• Accounts Payable (Travel):
o Provide name-change and expense-transfer information via email.
o Connect the canceling traveler with the rebooked traveler and outline what
steps the department must take.
o AP does not process Distribution of Income & Expense or General Ledger
Transfer entries — that responsibility belongs to the department fiscal lead of
the traveler using the unused ticket credit.

Best Practices
• Call Anthony Travel immediately if a guest cancels their trip. Never no show!
• Respond promptly to Anthony Travel and AP notices.
• Always loop in department fiscal lead.
• Retain booking/ticketing emails for reconciliation.
Please contact travel@uconn.edu with any questions.