Guidance: University Travel Cancellations

If you need to change or cancel university-related travel, follow the guidance below based on your travel type and booking method.

Contact: Fox World Travel

Note: A $20 fee applies for assistance outside of normal business hours, on weekends, or on holidays.

Cancellation Method: Cancel via Concur or contact Fox World Travel before the first flight departs.
Most unused airline tickets retain value for 1 year from the date of purchase, subject to airline rules.
Travel agencies track unused tickets and store them in the traveler’s profile for future use.

Department Responsibility: Departments must coordinate cancellations for non-employee and student travelers.

📄 Review: Unused Ticket Credit Guidance for details on ticket reuse options.

Cancellation Method: Cancel in Concur, through Fox World Travel, or directly with the lodging property.
Hotel cancellation policies, deposits, and guarantees vary by property. Travelers are responsible for reviewing and complying with all terms.
Many hotels require a credit card to hold a room
Reimbursement of prepaid/non-refundable rates/hotel imposed penalties must include adequate justification and is at the discretion of department/budget owner.

Cancellation Method: Cancel via Concur, Fox World Travel, or directly with the rental vendor (if booked outside UW channels).
Vehicles booked through Concur or Fox World Travel under UW contracts (Hertz, Enterprise, National):
- Do not require a credit card to reserve
- Have no penalty for cancellations or no-shows

Cancellation Method: Cancel directly with the event host or merchant.
Attempt to recover any prepaid or non-refundable expenses.
Documentation of cancellation and refund attempts may be required.

Cancellation Method: If a cash advance was received for a cancelled trip, the traveler must reconcile or return funds.
- If any portion of the advance was used and not refunded, file an expense report to reconcile.
- If no expenses were incurred, return the full advance to the University via check deposit.
  
  No expense report is required in this case.

For additional assistance, contact your campus travel manager or visit TravelWIse for up-to-date travel resources.