Changes and receipts

Trips change. A meeting moves, a traveler falls ill, a flight is missed. A cancellation is checked against the cancellation policy and the actual timing, and releases the units reserved with the supplier. A no-show is recorded only after the threshold has passed, so a traveler who is merely late is not marked absent. Completed trips keep their history whatever happens afterwards.

Corrections follow one rule. Anything not yet carried out is cancelled and its claims released. Anything already carried out, such as a flown leg, needs a compensating action approved by a Travel Approver and linked to the original. Booking history is never deleted.

Each controlled action, whether a hold, a confirmation, a cancellation or a correction, leaves an operation receipt with its operation key, the action, the revision it expected and its result: Pending, Completed, Failed or needs review. The Payments Analyst reconciles pending and unresolved receipts against the records they claim to have changed, without simply calling the provider again.

• Cancel under policy. Cancellations respect the policy and the timing, and release reserved units.
• No-show after the threshold. A no-show is recorded only once the threshold has passed.
• Receipts reconciled. Pending and unresolved receipts are checked against their effects and closed as Completed or needs review.

Agree the cancellation policy for each supplier type and who may override it. Agree the no-show threshold, for example two hours after the start. Agree who reconciles receipts and how often, and who investigates a needs review receipt. Agree what counts as a compensating action, such as a change fee booking or a refund request.

A confirmed Denver trip is cancelled two days before departure because the workshop moves. The coordinator cancels the booking under policy; the reserved seat is released and the airline’s refund is recorded. The receipt shows the cancellation Completed.

On another trip the traveler flew out but missed the return. The outbound leg is executed, so it is not cancelled. The coordinator prepares a compensating rebooking for the return, the approver approves it, and both legs stay on the trip’s history. That evening the analyst finds a confirmation receipt still Pending after a provider timeout. The booking shows the supplier’s confirmation date, so the analyst marks the receipt Completed instead of confirming again.

• Unresolved Operations — Pending and needs-review receipts with operation key, action, expected revision and effects.
• Failed Operations — Failed receipts with their failure reason.
• Completed Bookings — Finished trips with supplier, quoted amount and completion date.

• Cancellation and no-show: Cancel under policy or record a no-show.
• Correction of approved scope: Correct a trip with part of it already travelled.
• Receipt reconciliation: Close pending and unresolved receipts.

Check permissions before go-live.