Request for Reimbursement of Forfeited Hotel Deposit

A certifying officer of the General Services Administration (GSA) requested an advance decision concerning the entitlement of an employee to reimbursement of a hotel deposit which he forfeited after temporary duty travel to Washington, D.C., was canceled. The record shows that the employee paid an advance deposit to a hotel in Washington, D.C. The employee became ill, and his assignment was canceled. A GSA official telephoned the hotel on March 24 to cancel the reservation. However, the cancellation was not confirmed in writing. Afterwards, the hotel would neither acknowledge the cancellation nor refund the deposit. GAO held that if an employee of the Government, in reasonable expectation of ordered travel, reserves a room for which he must pay a deposit and his official travel is canceled, the Government will reimburse the reasonable cost incurred. GAO saw no reason why the rule should not apply when travel is canceled due to an employee's illness. In view of the fact that the employee's temporary duty was canceled only 2 days before his scheduled arrival in Washington, D.C., GAO believed GSA officials acted reasonably in canceling the reservation by telephone. There was no indication that the written confirmation would have avoided forfeiture of the deposit. Accordingly, the request for reimbursement of the forfeited hotel deposit may be paid, if otherwise proper.