Unused Non-Refundable Airline Tickets and MCO’s Issued through Boulder Travel
Boulder Travel maintains a list of unused non refundable tickets and available credits, also called MCO’s which are most often times generated from fare downgrades. The Travel Office distributes to Division Administrators a list of their unused tickets and credits on file at Boulder Travel. After reviewing the report Division Administrators should forward the list to their Travel Arrangers. Travel Arrangers should take a proactive role in working with Boulder Travel to ensure these available credits get utilized on future travel.
Utilizing an MCO or unused ticket:
When a ticket gets reused or an MCO Credit gets utilized, an email notification is sent by Boulder Travel to the Travel Arranger and the UCAR Travel Office detailing the transaction. The UCAR Travel Office will initiate a transfer based on the email received.
To ensure the transfer between the two TA’s is made, the Travel Arranger should also reference the change on the travel voucher by indicating which TA the original ticket came from. The entire amount of the new ticket should be referenced on the new TA not just the “remaining amount due” portion.
Some things worth noting:
- The rules and restrictions relating to each ticket and MCO can vary due to airlines continually changing their rules. Travel Arrangers should familiarize and validate the terms and conditions relating to each ticket that exists for their travelers. Example: Sometimes the expiration date means the trip needs to be completed by that date and other times it means the new ticket needs to be booked by that date.
- An unused non refundable ticket may only be used for the traveler that the ticket was originally issued for.
- Some MCO’s can be used as a credit for any traveler, others cannot, check with Boulder Travel.
- It is the Division’s responsibility to track unused tickets purchased through places other than Boulder Travel.
- It is the Division’s responsibility to notify the Travel Office when the ticket is re-used and/or expires, when purchased through places other than Boulder Travel.
- Cancelled trips with expired tickets should have a voucher submitted to authorize the expense of the unused airline ticket. The Travel Office will move the expense into a special object code (5495 for PSC travel and 5402 non PSC) for the purpose of tracking expired non-refundable tickets.
- Any service or change fees associated with the old ticket remain against the old TA#.
