9.2 Cancelling a Travel Authorization

Purpose: Use this document as a reference for how to cancel a Travel Authorization in ctcLink.

Audience: Travel Administration and Finance Office.

You must have at least one of these local college managed security roles:

  • ZZ Expenses Processing

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

The Cancel Approved Travel Authorization feature automatically runs Budget Checking to reverse encumbrances that are associated with the Travel Authorizations.

Canceling is done when the travel authorization has been submitted and fully approved but the traveler is no longer going on the trip.

Cancelling a Travel Authorization

Navigation:  NavBar > Navigator > Travel and Expenses > Process Expenses > Cancel Travel Authorizations

  1. The Cancel Travel Authorization run control ID search page displays.
  2. Select the Add a New Value tab.
  3. Enter Run Control ID.
  4. Select Add.
Cancel Travel Authorization Add a New Value tab
  1. The Cancel Travel Authorizations page displays.
  2. Enter Description.
  3. Enter Business Unit.
  4. Use the Select Option drop-down menu to choose between "Some" and "All".  NOTE:  Selecting "Some" will allow you to utilize the From and To Department and From and To Date criteria to reduce the amount of results in the Travel Authorization List.
  5. If Select Option is "Some", enter the appropriate criteria in the From Department and To fields and/or in the Date From and To fields.
  6. Select Search to narrow search and/or to refresh the page.

Selecting Search refreshes the Business Unit Selection criteria and avoids cancel items that are already cancelled and potentially lock up the system for all Business Units.

Note:  Do not re-select ‘Run’ on the same Travel Authorizations displayed on this page. If you feel that your process has not Completed or are unsure, first verify that there was a process started in the Process Monitor and that is has run to ‘Success’. If it has, then select ‘Search’ to refresh this page. If it has not, try restarting the process. If it still has not run to ‘Success’ after re-starting, or your Travel Authorization page does not update to reflect the closed Travel Authorizations, after you select ‘Search’; then enter an ‘Important’ Service Desk Ticket (Request Type: CTCLink Support/Finance/Travel and Expense). Please refer to the Process Scheduling QRG for further instructions.

Cancel Travel Authorizations page
  1. After selecting Search, the Travel Authorization List will populate with active travel authorizations that fit the above specified criteria.
  2. Use the Select buttons to check any authorizations to cancel.
  3. If the Accounting Date defaults to a closed period, select the Change Accounting Date hyperlink to verify that the date is set to the current open period.
Travel Authorization List
  1. The Change Accounting Date page displays.
  2. If you change the Accounting Date, select Save.
  3. Select Return to Cancel Travel Authorization to return to prior parameters page.
Accounting Date page
  1. The Cancel Travel Authorizations page displays.
  2. Select Run.  Please refer to the Process Scheduling QRG for further instructions.
Cancel Travel Authorizations page
  1. Process complete.


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