Re: Airfare Ticket Change Fees - Allowable? Documentation? Candela Rivera, Antoinette 11 Dec 2006 13:16 EST
The required back up we request when our out sourced travel agent is not used are: Boarding passes and credit card statements showing the airfare charges. This usually is enough documentation. -----Original Message----- From: Research Administration List [mailto:xxxxxx@hrinet.org]On Behalf Of Linda Ward Sent: Monday, December 11, 2006 12:47 PM To: xxxxxx@hrinet.org Subject: [RESADM-L] Airfare Ticket Change Fees - Allowable? Documentation? Hello all - I have a PCard (corporate credit (purchasing) card) detail on my desk with a $100 change fee for airfare. The PI approved all the charges on the bill. We've been audited before (A-133 & Federal), and our auditors have been rather picky. Based on my experience, I need some justification as to why the airfare was changed, as well as a receipt of some sort. Ordinarily all airfare related expenses go through our out-sourced travel agent. They provide some detail in their reports to us, as to what airfare was changed, and what the new airfare is. Had the employee gone through our travel agent (the airfare was originally booked through our travel agent), I may not have questioned it. However, now I don't have a handy report to point to as the "receipt" for this charge. Please advise, what do you require for this to be an allowable expense on a federal award? When an auditor requires backup for the expense, what do you give them? Thanks!! Linda Ward Grant Accounting Supervisor Research Administration 35-123A Children's Hospitals and Clinics of Minnesota 2910 Centre Pointe Dr. Roseville, MN 55113 651-855-2603 651-855-2690 Fax email: xxxxxx@childrensmn.org _______________________________________________________________ Confidentiality Statement: This email/fax, including attachments, may include confidential and/or proprietary information and may be used only by the person or entity to which it is addressed. If the reader of this email/fax is not the intended recipient or his or her agent, the reader is hereby notified that any dissemination, distribution or copying of this email/fax is prohibited. If you have received this email/fax in error, please notify the sender by replying to this message and deleting this email or destroying this facsimile immediately. ====================================================================== Instructions on how to use the RESADM-L Mailing List, including subscription information and a web-searchable archive, are available via our web site at http://www.hrinet.org (click on "Listserv Lists") ====================================================================== ====================================================================== Instructions on how to use the RESADM-L Mailing List, including subscription information and a web-searchable archive, are available via our web site at http://www.hrinet.org (click on "Listserv Lists") ======================================================================