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ConcurGov Job Aids — Cancelling an Approved/Ticketed Reservation

026A: ConcurGov Job Aid – Cancelling an Approved/Ticketed Reservation

Purpose:To provide a step-by-step guide to cancelling a reservation that contains airfare that has been ticketed. This process also applies to documents that are approved but do not contain airline reservations.

Audience: Federal Travelers and Federal Travel Arrangers (FTA)

Version: 2.8.9.2017

Instructions: After you login...

 

step1

Select Authorizations Tab

Select the “Authorizations” tab to locate the document with the trip to be cancelled.

Step01
step2

Locate Document

Locate the document in the list of “Authorizations” using the “TANUM” that is listed in the “Upcoming Trips” tab. Select the “Name” link.

Step02
step3

Select Review Document

Select the “Review Document” link from the “Actions for…” pop-up window to see a summary of the Authorization.

Step03
step4

Determine Payment Method

Scroll down to the “Expenses” Details section of the page.

Note the payment method and cost of the airfare. If the airfare was charged to the CBA, it will need to be included on the Authorization in order to reconcile the CBA on the Voucher properly. Select the red “X” to close this screen (not shown).

Step04
step5

Select Travel Tab

Select the “Travel” tab to return to the list of Upcoming Trips.

Step05
step6

Locate Trip

Select the “Upcoming Trips” tab to locate the trip again.

Step06
step7

Cancel Trip

Select the “Cancel Trip” link next to the trip to cancel this reservation. This will cancel all segments of the reservation.

Step07
step8

Cancellation Warning

Be sure to read the cancellation warning and select the “OK” button to continue.

Step08
step9

Hotel Cancellation Policy

Read the hotel cancellation policy. To continue with the cancellation, select the check box next to “I agree…” and then select the “Continue” button.

Step09
step10

Select Authorizations Tab

Select the “Authorizations” tab to return to the list of documents.

Step10
step11

Select Amended Document

Cancelling a ticketed trip automatically creates an amendment to the original Authorization. This is identified by the -1 suffix to the document. Select the amended Document Name.

Step11
step12

Open Amended Document

Select the “Open Document” link from the “Actions for…” pop-up window.

Step12
step13

Select Amended Document

In the ”Document Version List” select the amended Document Name.

Step13
step14

Edit Amended Document

Select the “Edit Document” link in the “Actions for…” pop-up window.

Step14
step15

Check Reservation Details

From the “Summary” page, scroll down to the “Reservations” section. Note that the reservation no longer appears on the Authorization.

Step15
step16

Select Expenses & Receipts Tab

Select the “Expenses & Receipts” tab to identify the other expenses on this document that may need to be deleted.

Step16
step17

Delete Additional Expenses

The expenses associated with the reservation have been automatically removed from the Authorization. Select the check box in the “Delete” column next to the other expenses leaving only the fees. Then select the “Delete Selected Expenses” button. Since the Authorization was approved and ticketed, you must create a Voucher for the fees.

Note: If the airfare was charged to the CBA, as seen in step 4, follow Steps 18a-c. If the airfare was charged to an IBA/Travel Charge Card, or if there was no airfare on the reservation, proceed to step 19.

Step17
step18

Add Airline Expense

Whenever the airfare is ticketed and charged to the CBA, it must appear on the Authorization and the Voucher in order to reconcile the CBA properly. Since it was automatically deleted during the cancellation process, it must be added back on the Authorization. On the right column of the page, select the “Expense Description” drop-down arrow.

Step18a

Select “Airfare-Manual” from the list of expenses.

Step18b

Enter the cost of the airfare as noted in Step 4. Verify the “Expense Date” as the date of departure of the cancelled trip. The “Payment Method” must be “CBA-CENTRALLY BILLEDACCT.” Then select the “Save” button.

Step18c
step19

Select Confirmation Tab

Select the “Confirmation” tab to sign the amended Authorization.

Step19
step20

Stamp and Submit Document

Verify that the “SIGNED” stamp appears in the “Status to Apply” field and then select the “Stamp and Submit Document” button.

Step20
step21

Justify Pre-Audit Results

Verify that the document has passed the Pre-Audits. If a justification is required, select the “Justify Pre-Audit Results” button and enter a justification. Otherwise, select the “Continue Stamping the Document” button.

Step21
step22

Accept Signature

Select the “Accept Signature Text” button to continue.

Step22
step23

Select Expenses & Receipts Tab

Select the “Close Post Stamping Document Closure Screen” button to close and route the amended Authorization for approval.

Step23