Frequently Asked Questions

ADJUSTMENTS AND REVISIONS

Should a "revised" TIF form and copy of the award letter should be faxed to the Travel Office if a TIF form was sent in and the traveler later received an award letter from the Research Foundation?
Yes. Faxing the revised TIF form enables the Travel Office to revise the coding on the Worldtek, Orbitz or SWABIZ charge, or correct the encumbrance on an advance.

Will an air tickets will be charged on the account that was given to the contracted agency when the ticket was booked?
Depends on the timing. If the TIF or TA arrive in the Travel Office before the ticket is charged off, the account on the TIF or TA will be used. If there was no TA or TIF in the Travel Office at the time the aircharges are billed to us, we will charge the account given at the time the ticket was booked. If the TIF or TA arrives in the Travel Office after the ticket has been charged, and the account on the TIF or TA is different than the account given to book the ticket, then the Travel Office will process an account adjustment.

If the account changes after a ticket was booked through a contracted agency can changes be made by sending in the TA or TIF form with the correct account written in? Can this paperwork can be faxed to the Travel Office?
Yes. If the department or traveler decides to change the account to which the ticket should be charged, then a revised TIF or TA form should be faxed to the Travel Office .

If an award letter for travel costs, not including contracted air, is received after the TA or TIF form was sent into the Travel Office, can the account with correct awarded amounts can be sent in on the reimbursement? Does the award letter need to be attached?
Yes. If a Research Foundation award is received during or after a trip takes place, the correct award coding in the correct amounts can be entered on the reimbursement. The award letter must also be attached to the reimbursement. It is not necessary to send in a corrected or revised TA or TIF.

An award letter is received for partial costs on air fare and the ticket was booked through one of the contracted agencies, and the TA or TIF was already sent into the Travel Office, Can a revised TA or TIF be faxed to the Travel Office?
Yes. When an award letter is received after a ticket is booked, the TIF or TA can be sent into the Travel Office and Research Foundation funds will be used to pay for the cost of the ticket, or part of the cost. If a TA or TIF has already been sent into the Travel Office, and the traveler wants to add awarded Research Foundation coding to the cost of the air ticket, then a revised TIF or TA can be faxed to the Travel Office. A copy of the award letter must also be faxed with the TA or TIF.

An award letter is received for a registration that has already been paid by using the prepaid registration form or by using the Procard. Can a revision can be sent to the Travel Office in order to make this adjustment?
No. Once a payment has been made, whether in the form of a prepaid registration or a procard charge, or a reimbursement payment, any changes must be made through the Accounting Office.