When leaving an Out-of-State conference early which causes flight change costs, who is responsible for those extra flight costs?
• It is not prohibited by the University to change flight plans. However, all charges should be considered prior to making such a change. • What other extra costs are involved? (early departure fees for hotels, rental cars, conference, flight change costs, lost productivity with leaving the conference early) • • What are the cost savings? (less meal cost, less hotel cost, time in the office) • • Prior to making the decision asses all costs and savings and make an appropriate decision. If cost is more than the savings you should probably discuss with your supervisor to confirm approval of extra charges. A letter should be submitted along with your travel reimbursement request detailing the reason for the decision. If the cost is less, document well (keep all receipts) and provide a letter stating the reason for the decision.
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