What is the correct action to take when a traveler claims an item that is not reimbursable?

When a traveler claims an item that is not reimbursable, stamping the voucher as returned serves as a formal acknowledgment that the claim cannot be processed for reimbursement. This action indicates to the traveler that their submission was reviewed and deemed not eligible according to the reimbursement policies. It is important to document this decision to maintain transparency and ensure that the traveler understands the situation.

By stamping the voucher as returned, the official shows due diligence in handling the claim, which is important for record-keeping and audits. It provides a clear and definitive action rather than leaving the claim in limbo or creating confusion regarding its status. Clarifying the reason for the return can further help the traveler understand the reimbursement guidelines and avoid similar issues in the future. This practice ensures compliance and upholds the integrity of the reimbursement process.