This article updates a previous article published in Postal Bulletin 22363 (5-16-13, page 60), which provided instructions for reporting refunds in eTravel for airfare. This process applies to all credit or refund types and includes travel-related expenses such as:
n Airfare,
n Train fare, or
n Hotel costs.
Adhering to the policy allows the Postal Service to recover savings on travel expenses as quickly as possible. Credit balances that are not applied against travel expenses are refunded to the traveler after 90 days and must be paid back to the Postal Service.
Travelers may only claim the used portion of their travel-related expense when a credit or refund has been issued. The used portion represents the difference between the amount initially billed and the credit or refund issued. Under section 8-3.5.1.3 of Handbook F-15, Travel and Relocation, travelers must process this claim by itemizing the credited or refunded part as a personal expense within eTravel. The following example details the steps required to complete the claim in eTravel:
Example: Your original round-trip airfare total is $400. For a canceled return flight, the airline issues a credit to your travel card for $250. The used portion of your trip is $150 ($400 original amount billed less the $250 credit). To claim the used portion in eTravel, follow these steps:
1. Pull the original $400 transaction from the Company Card page into your eTravel report and open the expense.
2. Select “Itemize” to claim the $150 used portion of your trip. Use “Airfare” as the Expense Type for the itemization entry.
3. Once you have entered the $150 used portion of the airfare, select “Save” and go to “Itemization List.” This shows the total expense, itemized amount, and remaining balance.
4. Select “Add” to create another itemization for the $250 credit. Select “Airfare” as the Expense Type.
5. After you have completed all the entries, check the box titled “Personal Expense” (do not reimburse me). In the comments box, enter a comment stating that this portion of the airfare was refunded. Your itemized balance will then be zero.
Reporting refunds and credits in eTravel ensures your transactions are reported accurately and helps you avoid credit balances from appearing on your travel card account. Additionally, you can refrain from opting to have your Per Diem paid to your travel card. Travelers must always select “Other” as the Payment Type for reimbursement of their Per Diem.
To avoid delinquency while waiting for credits to your travel card account, you have the option to contact Citibank, the travel card company, or dispute the charge online for the refund portion.
Note: Cardholders have 60 days from the statement date to dispute the transaction. To handle disputed transactions, take the following steps:
1. Call Citibank customer service at 800-790-7206 to advise the company that a credit is forthcoming. The cardholder must advise Citibank that he or she is disputing the credit amount. Please note that this will not stop the account from aging.
2. To dispute a transaction online, log in to Citibank’s website to initiate the dispute from either the “Statements” or “Unbilled Transactions” screens. You can view disputed information such as transaction details, dispute amount, dispute initiation date, dispute status, and the name of the person initiating the dispute. Citibank may require you to fax or mail additional information based on the dispute reason you select.
3. Citibank will email a confirmation of dispute letter to the cardholder advising that he or she has 21 days to sign and return it. Once Citibank receives the signed letter, the charge is suspended until it is resolved.
4. If Citibank does not receive the letter within 21 days, the charge will be reapplied to the account.
For more information on refund or expense entries, refer to the eTravel FAQs on Blue at blue.usps.gov/travelhelp/faq.htm. To review travel policies in Handbook F-15, visit blue.usps.gov/cpim/ftp/hand/f15.pdf.
— Corporate Accounting,
Controller, 12-21-17
