Rebecca: Like you I always check with our sponsored research compliance office to make sure. Tulane implemented our policy years ago, to alleviate this issue. Some sponsored research funded accounts will not automatically allow cancelled travel to be charged to those funds. To be honest, I think you could do the same as we did for the accounts that are closed already, since you do not need to make them whole again. Only save the credits to the sponsored accounts that are still open. Extra steps, but it's easier to handle this on first-come-first-serve if you can. We added the UATP accounts to Concur as well, so we are pretty much hands off, except when charging them in expense for the flights. I'm happy to share any of the procedures we are following with you, email me at larmstro@tulane.edu. I had someone reach out this week b/c the TMC said they cannot embed the accounts in the online booking tool (Concur), so we shared how ours is doing it.

I'm going to reach out to Laney about this off-line, but I wanted to ask if any other schools have setup a card feed for their UATP card(s) into Concur Expense for reconciliation? Thanks!

MSU is considering moving unused expiring ticket values to UATP with WN, AA and UA. Would appreciate any update on your direction regarding UATP card feed.

Cheers, Ed

Ed, will do! I'm expecting more information from Concur later today and will be happy to share! You may already have this information, but I wanted to be sure you know about the differing timelines from the airlines in converting to UATP: Southwest is able to process in a matter of days or at the most, a couple weeks; American is averaging 4-6 weeks; United is estimating 20 weeks. While the tickets are in the process of being converted, you will not be able to utilize them. If you have any other questions on our UATP experience, please let me know!

This is great information, I'm curious where did you pull funds to make departments whole? Was this something already set-up by your institutions? This is new to me and just need to understand.

Thanks

We used a central finance account to make the departments whole. As tickets are booked on the UATP Cards, the transactions import into Concur Expense for reconciliation. When the traveler completes their expense report, a journal is created to charge their department, and the funds are given back to central finance. As long as we use all of our UATP funds (which we should) then we won't be out any money in the long-run.