Took a look at this trip to Boston. 11/2013.
Per diem was 170/71. The hotel was within 150% at $209 without taxes. The school system sometimes takes a look at the flight/travel times and not pay for meals that can be eaten on your own prior to or after travel, and only pays 75% of the ones that are covered (which really doesn't make sense to me). The traveler was paid for breakfast and lunch with a 4:30pm flight on Day 1. They were paid for dinner on the final day when they landed at 5:30 pm. I see a lot of inconsistency on this. I am used to seeing full per diem with a 75% rate on the total amount for first and last day, which is what is on this claim (which sometimes doesn't make sense to me either, but hey). I have seen all kinds of different deals worked with the school system. I haven't figured out their system.
This shows that 21 people signed up. There was one no-show that we were charged for one night on. This receipt captures the group costs and is subdivided.
On the first page $1895 was recorded for the conference fee. It actually calculated out at $1705.48 based on 21, if the total cost is divided by 20 due to the no-show, it is $1790.75 per person. Don't know where they got 1895.
The lodging information was $836, which didn't include taxes, which it was supposed to include. So, somebody made a notation about the additional $120.80.
The airline receipt was for 21 travelers, and was nonrefundable/fee for change.
The hotel receipt shows we had to pay for one night of no-show that has Holly McGiugon written by it.
The payment to the hotel looks appropriate with 20 people X four nights plus one no-show penalty.
The group shuttled to and from the hotel on pre-paid shuttle at $30 per person roundtrip based on 21 travelers.
The conference registration shows the full price total was $39,795 for 21 seats. There is a hand-written notation about 39,795-3980 (they gave a 10% discount)=31,815. It actually equals 35,815. They calculated out 31,815 divided by 21=1705.47. 1705.47 is 35,815 divided by 21. You've got me on this one. The cancellation terms are at the bottom of the page. Within 13 days prior was no refunds, 14-29 days was a 10% penalty. The conference registration was dated 8/13. The airline reservation was dated 9/13. It looks like the hotel reservation was dated 7/13. It looks like there are several cancellation options with the hotel, including full refund, losing one night, or all of the booked stay. I don't know what the terms were.
I have no idea what the cancellation/no-show was about. I know emergencies happen. It looks like this cost us at least $2000 if this was a last-minute thing. I am sure all the staff know that they can't cancel all the time. This cost us a fortune unless they were able to get some type of a refund on the conference.