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)
For Login Instructions: please refer to 001: Job Aid - Login Instructions
Select the “Authorizations” tab to access the Authorization containing the reservation you would like to cancel.
Select the Authorization you would like to view under the “Name” column.
Select “Review Document” from the “Actions for…” pop-up window to see a summary of the Authorization.
Scroll down to the “Expenses” section of the page.
Note the payment method and cost of the airfare. If the airfare was charged to the CBA or an IBA/Travel Charge Card, it will need to be included on the Authorization in order to process the Voucher properly. Select the red “X” to close this screen (not shown).
Select the “Travel” tab to return to the list of Upcoming Trips.
Select the “Upcoming Trips” tab to locate the trip again.
Select “Cancel Trip” next to the trip to cancel this reservation. This will cancel all segments of the reservation.
Note: Selecting “Cancel Trip” will only cancel reservations associated with this itinerary. It does not cancel the actual airline ticket that will be submitted for a refund if applicable.
Read the Concur cancellation warning and select the “OK” button to continue.
Read the hotel cancellation policy. To continue with the cancellation, select the check box next to “I agree…” and then select the “Continue” button.
Note: These rules and restrictions are from the vendor directly. Please read carefully.
Select the “Authorizations” tab to return to the list of documents.
Cancelling a ticketed trip automatically creates an amendment to the original Authorization. This is identified by the numerical suffix at the end of the document name. Select the amended document you would like to view under the “Name” column.
Note: Some documents will have several numerical suffixes based on the number of amendments made (e.g. -1, -2, -3 etc.).
Select “Open Document” from the “Actions for…” pop-up window.
In the ”Document Version List” select the amended Document Name.
Note: The most recent version is marked by **.
Select “Edit Document” in the “Actions for…” pop-up window.
From the “Summary” page, scroll down to the “Reservations” section. Note that the reservation no longer appears on the Authorization.
Select the “Expenses & Receipts” tab to identify the other expenses on this document that may need to be deleted.
The expenses associated with the reservation have been automatically removed from the Authorization. All Lodging and M&IE expenses should also be removed.
Select the check box in the “Delete” column next to Lodging, M&IE and any other expenses needing to be deleted. Select the “Delete Selected Expenses” button.
Since the Authorization was approved and ticketed, a Voucher must be created for the airline and/or train ticket and any associated fees.
Whenever the airfare is ticketed and charged to the CBA or an IBA/Travel Charge Card, it must appear on the Authorization and the Voucher in order to be reconciled 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 “Airfare-Manual” from the “Expense Description” drop-down menu.
Enter the cost of the airfare and verify the “Expense Date” as the date of departure of the cancelled trip. Select “CBA-CENTRALLY BILLEDACCT” or “IBA-TRAVEL CARD” from the “Payment Method” drop-down menu. Select “Save.”
Select the “Confirmation” tab to sign the amended Authorization.
Verify that the “SIGNED” stamp appears in the “Status to Apply” field and then select the “Stamp and Submit Document” button.
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.
Select the “Accept Signature Text” button to legally sign the document and continue.
Select the “Close Post Stamping Document Closure Screen” button to close and route the amended Authorization for approval.