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Glenn Hegar  ·  Texas Comptroller of Public Accounts

Documentation Requirements
Cancellation charges

The supporting documentation for the payment or reimbursement of a cancellation charge must include all the following information:

  • the reason for the cancellation;
  • the intended purpose of the travel had it not been canceled;
  • the original, unused airline ticket (if the charge relates to an unused airline ticket);
  • the object code for the type of travel expense that incurred the cancellation charge;
  • if the charge is being reimbursed instead of paid directly: proof that the charge has been paid by the individual receiving the reimbursement.
Cancellation Charge
A fee, charge or payment that a provider of travel services assesses because of the cancellation or change of a travel reservation or other travel plan. For example, a non-refundable purchase of an airline ticket becomes a cancellation charge when the ticket becomes unusable because of changed travel plans. Texas Government Code Section 660.002(3)
Used as a term of enlargement and not of limitation or exclusive enumeration. The use of the term does not create a presumption that components not expressed are excluded. Texas Government Code Section 311.005(13)
Travel Expense
A meal, lodging, transportation or incidental expense. Texas Government Code Section 660.002(21)
Glenn Hegar
Texas Comptroller of Public Accounts
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