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Cancelled Travel

If a trip must be cancelled or changed, the traveler must make every effort to cancel/change any travel reservations. Fees incurred as a result of cancelling/changing a trip will be covered if the cancelation/change was work related or due to unforeseen circumstances out of the control of the traveler. A business justification must be submitted and approved by the approving authority

Travelers who are unable to honor a reservation shall be responsible for canceling the reservation in compliance with the cancellation terms established by the vendor. The traveler must return any refundable deposits to the University.

Charges or lost refunds resulting from failure to cancel reservations, registrations, etc. shall not be reimbursed unless the traveler can show that such failure was the result of circumstances beyond the traveler's control.

Action required upon trip cancellation:
Scenario Action Required
Non-refundable out of pocket expenses incurred Submit travel claim to Payment Services that includes all non-refundable expenses incurred (out-of-pocket or direct-billed) along with required back up and cancellation memo.
Non-refundable direct-billed expenses incurred Submit travel claim to Payment Services that includes all non-refundable direct-billed expenses along with required back up and cancellation memo.
Advance received, no expenses incurred, advance check not cashed Return advance check to Payment Services office with cancellation memo attached.
Advance received, no expenses incurred, advance check cashed Write check payable to Cal Poly in the amount of advance issued and submit to Payment Services office with cancellation memo attached.
No expenses incurred None

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