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Anyway to get reimbursed for the money lost in the unrealized business traveling reservation?

teetee1 1,973 918 September 26, 2015 at 10:14 PM in Finance
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Last Edited by teetee1 September 26, 2015 at 10:16 PM
My manager at work asked me to book the flight ticket (among other traveling arrangement) for my once-a-year internal training at the HQ. The flight ticket came down to $1k.

This was two month before the traveling date.

I paid for the expense for the reservation with my personal fund right after the corporate card was charged (so also about two months ago), I was notified by my manager that due to budgeting issue, my trip is canceled about a week before the traveling date. When I contact the traveling agent, they said that they will cancel my flight reservation and convert the payment into a $400 voucher onto my account for future travel. In other words, $600 is lost.

While I am still learning the lesson from this experience (never book the flight until right before the trip), is there a way to get the money back? If so, from where? This is not my first time doing business travel but it's the first time that my trip gets cancelled like this.

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#2
Submit an expense report
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#3
take it out of petty cash
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#4
Quote from teetee1 View Post :
My manager at work asked me to book the flight ticket (among other traveling arrangement) for my once-a-year internal training at the HQ. The flight ticket came down to $1k.

This was two month before the traveling date.

I paid for the expense for the reservation with my personal fund right after the corporate card was charged (so also about two months ago), I was notified by my manager that due to budgeting issue, my trip is canceled about a week before the traveling date. When I contact the traveling agent, they said that they will cancel my flight reservation and convert the payment into a $400 voucher onto my account for future travel. In other words, $600 is lost.

While I am still learning the lesson from this experience (never book the flight until right before the trip), is there a way to get the money back? If so, from where? This is not my first time doing business travel but it's the first time that my trip gets cancelled like this.
What did your manager tell you when you asked how to get reimbursed?
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#5
Yes, if you followed the rules and the company changed its mind about sending you, they should reimburse you out of petty cash or out of the travel budget for any non-recoverable expense. The employee should not be left holding the bag. Most companies are reasonable in this regard and if your boss is not actively pursuing a remedy he is a real jerk imo.

As to recovering the money if they refuse, the only remedy is probably to sue them in small claims court, but that obviously is not something you want to do unless you wish to be laid off\fired lol.

As to lessons learned, next time do not book any travel expenses in advance on your dime or with your company credit card. Let their travel department deal with it.
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#6
While I don't travel as much as I used to, I always paid for expenses on my personal card (in fact I refused a corporate card). What would I be expensing? Travel, dining, entertainment, etc. AKA double to triple points. I made a ton.

Anyway, I always file the expense report when the purchase was charged, not necessarily when it was used (e.g. airfare). Your company policy may differ, but I wouldn't let a charge possibly ride for months on my dime.

In any case, if you were told to incur expenses and you followed company policy, they need to reimburse you. Period. The airline isn't going to care, nor should they. File an expense report and get your money back. The point refund may complicate things, but unless they matter to you (at cost), tell the company you will transfer them over.
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#7
You file the report and get reimbursed for the full 1K, if you can use the voucher then you pay 400.00 less. Let whomever does travel know that you have a 400.00 credit, check and see if the name can be changed, this is the one reason why travel should always be charged using the company card. I had a trip change twice, I was booked for a class then another class opened up in the same city so a 3 day then 2 day class, so I rebooked 150.00 change fee then a week before the class was canceled a 200.00 change fee, the company paid for both.
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#8
Your business should definitely reimburse you. Talk to the person in charge of such accounts to find out what documents you need to submit for verification.
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#9
Quote from komondor View Post :
...this is the one reason why travel should always be charged using the company card...
Not really. As long as you work for a company that isn't run by a bunch of a-holes, then there shouldn't be any issues with changes or cancelations. Much better to get the benefit of points if possible. And if you work for a company that would hold you accountable for their own cancelation, you should probably rethink where you work.
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#10
I don't understand the issue - you submit an expense report for the full amount. Sucks to be the company but that's life.

LONG AGO I learned to not worry about blowing $$ on making plans on short notice or cancelling/changing.

As for us, we use a portal to book travel so the company more or less manages it through a 3rd party. We also use company p-cards which means less spending on personal cards (boo for points) but also makes spending easier, ironically, since there aren't expense reports to submit.
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#11
I guess it depends on who you work for and how much you travel, I have co-workers with 5-6K credit card bills and you need to submit an expense report to get paid the company pays the credit card directly and we don't get charged a late fee or interest for going 30 days part.
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Last edited by komondor September 27, 2015 at 07:23 PM
#12
Quote from komondor View Post :
I guess it depends on who you work for and how much you travel, I have co-workers with 5-6K credit card bills and you need to submit an expense report to get paid the company pays the credit card directly and we don't get charged a late fee or interest for going 30 days part.

I am sure it also depends on who you are in the company. I am sure the president of the company does not have to deal with nickel and diming travel departments.

I know as a mid-level manager in IT I worked in some horrible places over the years and a couple were so cheap that I would not trust them honoring\making right a missed cab\car service fare you forgot to get a receipt for let alone airline tickets that were non-refundable.

If you know you work for cheapskates and a-holes, then you should never put anything save for stuff that is unavoidable (like meals) on your personal account or even the corp credit card. Let the travel department handle it and make all the arrangements. My 2 cents.
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#13
I'll add to the other voices here -- while we don't know your company's procedures, this should be processed as a normal travel expense report. You'll get reimbursed for whatever you spent out of pocket.

For those saying it should go on the company travel card, for many people that card is still paid out-of-pocket by the traveler, often before the travel actually occurs. In that case I usually just pay it off and then get reimbursed after the trip, but they also have a procedure to get file a "prepaid travel expense" report, which reimburses me right away. Since the money is committed, there's really no reason to wait until the trip happens to get paid, especially if it's a large amount of money that the traveler will be out for a few months.
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#14
Yup, company pays for sure. Submit for the the entire $1000 and THEY get the $400 voucher. You shouldn't pay for that, either.
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#15
Quote from phonic View Post :
Not really. As long as you work for a company that isn't run by a bunch of a-holes, then there shouldn't be any issues with changes or cancelations. Much better to get the benefit of points if possible. And if you work for a company that would hold you accountable for their own cancelation, you should probably rethink where you work.
I had a friend work at a company where they took away the ability to use your own credit card. Something do with drama over credit card points.
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