Kansas Department of Administration, Office of General Services
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Accounts and Reports

DATE:  October 2, 2001
SUBJECT: BTA Payments for Airfare
EFFECTIVE DATE:   Immediately
A & R CONTACT: Randy Kennedy (785) 296-2125   (randy.kennedy@da.state.ks.us)
Leroy Charbonneau   (785) 296-2255 (leroy.charbonneau@da.state.ks.us)
Shirley Gilchrist (785) 296-2882 (shirley.gilchrist@da.state.ks.us)
Mark Handshy (785) 296-7021 (mark.handshy@da.state.ks.us)
APPROVAL: Approved by Dale Brunton
SUMMARY: Payment of BTA billings for which airline credit is expected at a later date.

We are aware that after the events of September 11, many travelers worked with Passport Travel to cancel their airline reservations, resulting in credits to the agency's Business Travel Account (BTA).

We understand that there is some concern that the credits could likely not be processed quickly (i.e., appear on the next statement), due to the financial condition of some of the airlines.

The October BTA statements (prepared on the first working day of October) may contain charges for the original airline ticket, but not the subsequent credit for the cancelled trip. Agencies should pay the amount billed on the October statement. When associated credits appear on subsequent billings, the amount of the credit will offset the amount billed that month, thereby reducing the agency's airfare expenditure.