Navy ROTC Airfare Receipt for travel reimbursement requirements

[6grlzmom]

My DD was told her Southwest receipt with her itinerary and payment information was not acceptable for reimbursement for her travel to school. Her airfare is reimbursable, but her HRA is telling her to get a receipt that shows a zero balance and Southwest is telling me that the only receipt they issue is the one I already sent in. Can anyone help with this? If there is another type of receipt? What is the name of it, so I can ask Southwest for the correct one. Thanks

 

[GWU PNS (emeritus)]

In order for a receipt to be considered proper documentation for auditing purposes, it should clearly show the amount charged for the ticket, the method of payment, and that the balance was zero (or proof that the tickets were issued).

For airfare, assuming DD traveled from NSI to the college, the flights would have gone through the Defense Travel System (DTS).

There are ways to communicate why a zero balance receipt was not available, but the HRA may be new or unfamiliar with the process.

DD should try discussing with her Lieutenant advisor and asking for help/clarification and even asking to discuss with the XO.

And as you can imagine, this should be handled in a respectful manner. Southwest only offers the following receipt, but she clearly was issued the tickets so the bill must have been paid.

Then hopefully someone can convince the HRA to call the senior travel coordinator at NSTC and they will help them.

 

[GWU PNS (emeritus)]

I was actually looking through some other receipts and stumbled on an old one I had.

This is from American Airlines.... And the formatting is lost as I transferred from Adobe to the forum, but I think you get the idea.

********************************************
Sunday, October 10, 2020
PNS DCA
11:12 AM 2:29 PM

Pensacola Washington Reagan
AA 4904
Operated by REPUBLIC AIRWAYS as AMERICAN EAGLE

Seat:
3A
Class: Business (D)

Meals:
Your payment
Credit Card (American Express ending ####) $943.80

Total paid $943.80

New ticket $943.80
Ticket #: 12301904956
[$851.16 + Taxes and fees $92.64 ]

Total $943.80
Total cost (all passengers) $943.80

 

[6grlzmom]

In order for a receipt to be considered proper documentation for auditing purposes, it should clearly show the amount charged for the ticket, the method of payment, and that the balance was zero (or proof that the tickets were issued).

For airfare, assuming DD traveled from NSI to the college, the flights would have gone through the Defense Travel System (DTS).

There are ways to communicate why a zero balance receipt was not available, but the HRA may be new or unfamiliar with the process.

DD should try discussing with her Lieutenant advisor and asking for help/clarification and even asking to discuss with the XO.

And as you can imagine, this should be handled in a respectful manner. Southwest only offers the following receipt, but she clearly was issued the tickets so the bill must have been paid.

Then hopefully someone can convince the HRA to call the senior travel coordinator at NSTC and they will help them.

Thank you. Your example has the same basic info as the Southwest receipt my daughter has turned in. She attended NSI in June and that was all handled through DTS, but her arrival to college was from home to her university in August and all handled by yours truly. Thanks for the help