travelnews: Cancelling Travel Reservations and How to Reconcile Cancellation Expenses in Concur

[BAO news for travel administrators]

Dear Concur user,

The University of Oregon is suspending all non-essential international and domestic travel indefinitely. If you have travel that has been previously approved, and you wish to seek an exception so that you may still travel, you are required to first send the request for an exception to your respective Dean or Vice President. If the exception is recommended at that level, it should be referred to the Incident Management Team, Travel Advisory Group for final consideration.

All requests for essential travel, previously approved seeking an exception or new requests, must be submitted to the Travel Advisory Group using the travel waiver request<https://app.smartsheet.com/b/form/33d3e09d9195481fa6d39c6e55abef78> form. If you have any questions, please email travelsafe at uoregon.edu<mailto:travelsafe at uoregon.edu>.

If you need to cancel your trip, below is important information and cancelation instructions for Concur:
•       To retain airfare ticket credit, the airfare must be cancelled prior to the airfare departure date.
o       While there is an indefinite suspension of non-essential domestic and international travel, travelers can wait until nearer their date of travel to cancel their airfare.
•       Go to Travel Tab along the black bar at the top of the Concur screen, locate your upcoming trip in the Trip Library and select Cancel Trip in the right.
•       Contact the travel agency to cancel your airfare.
o       Premier Travel 541-747-0909 doug at premiertravl.com<mailto:doug at premiertravl.com> and Direct Travel 855-221-1342 uofotravelteam at dt.com<mailto:uofotravelteam at dt.com>
o       Inquire with the travel agent regarding the rules of your ticket, noting change fees, change waivers and use-by date.
•       Cancel any other reservations you have made, such as hotel, rental car, shuttle, etc.
•       Every effort needs to be made to obtain refunds for travel reservations and registration fees.
•       Airfare purchased with the UO Lodge Card (card held on file with the UO contracted travel agents) and any One Card expenses will need to be processed in a Concur Expense Report.
o       Use department index along with activity code IRCRNA.
o       Change the dates of the expense report to reflect current date in order to process the expense report.

Again, if you have any questions, please email travelsafe at uoregon.edu<mailto:travelsafe at uoregon.edu>.



**  If your travel involves human subjects research, please do not disclose any information that is protected under UO Policy and other Regulations http://rcs.uoregon.edu/content/regulations-and-uo-policy.​**

Travel Office/Concur Help Desk: Phone: 6-3100/Email: travel at uoregon.edu

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