Foreign Travel - Removing a Cancelled Trip

PROPRIETARY

REVN/PUBL DT 04/20/2025, v4.202501

TABLE OF CONTENTS

Overview
Option 1 - Delete Foreign Travel record in AC (record is not retained)
Option 2 - Record Status is changed to Cancelled

Overview

When a foreign travel trip is cancelled, there are two options for removing the trip from AC's Foreign Travel module:

Delete the record in AC - the record is not retained
Change the record Status to Cancelled in AC - the record is retained. NOTE: This option is available only for travel records in Upcoming status. If the status of the record is anything other than Upcoming, a ticket submittal is required to request the status of the record to be changed to Upcoming.

Situation Examples:

AC/PC customers - An employee submitted a Foreign Travel Request (and it was processed) but they ended up not travelling due to a family emergency. The trip should be cancelled so a post-brief is not sent and therefore not completed.

AC only customers - A Foreign Travel record was created in AC and the trip was cancelled.

Option 1 - Delete the record in AC (record is not retained)

To delete the Foreign Travel record in AC's Foreign Travel module:

AC/PC customers - Use the Delete button on the FOREIGN TRAVEL LISTING screen to delete the respective Foreign Travel request from Access Commander (AC). This will prevent any notices to complete the Post Brief from going out.

AC only customers - Use the Delete button on the FOREIGN TRAVEL LISTING screen to delete the Foreign Travel record in the Foreign Travel module in Access Commander (AC).

Option 2 - Record Status is changed to Cancelled (record is retained)

To retain the record in AC's Foreign Travel module, use the Cancel Foreign Travel command on the FOREIGN TRAVEL LISTING screen to change the Status to Cancelled.

NOTE: The Cancel Foreign Travel command on the FOREIGN TRAVEL LISTING screen is only available for record with the status of Upcoming. A ticket submittal is required to change the Status of the record to Upcoming.

AC/PC and AC Only customers - Submit a ticket to request the status of the Foreign Travel record be changed to Upcoming. Once the Status of the record is Upcoming, update the record, changing the Status = Cancelled. This action retains the record but stops any notifications related to this record from going out.

NOTE: Please be advised once the status is changed to Upcoming, you will have a window of only 25 to 40 minutes to cancel the Foreign Travel.